Feedback on: EventPro User Manual - CommunicationsCH1_Step1_CommunicationsChapter 1: Setting Up EventPro > Step 1: System Settings > Communications /Dear EventPro Documentation Department,
Communications
Under the Communications tab, you can define default settings that will apply each time you create a communication.
1.
Save Communication After Email Sent: After you send an email, you can save the communication record. From the drop-down list, choose whether you want EventPro to Always save the communication after the email is sent, Never save the communication in that situation, or Prompt you with the option to save so that you can choose each time.
2.
Save Letter Content After Email Sent: After you send an email, you can save the letter template (if used for the communication) with the communication record. You may find it useful to save letters for future reference, but note that saving many letters will use up a lot of space in the database. From the drop-down list, choose whether you want EventPro to Always save the letter after the email is sent, Never save the letter in that situation, or Prompt you with the option to save so that you can choose each time. To learn about attaching letters to communications, see Creating a Communication below.
3.
Save Images When Saving Communication: If there are embedded graphics in a communication, you may or may not want to save those images, as they can take up a lot of space. From the drop-down list, choose whether you want EventPro to Always save the images, Never save the images, or Prompt you with the option to save the images so that you can choose each time.
4.
Create Follow Up Action after Communication Saved: After you save a communication, you may want to create a followup action. For example, if you send an invoice, you may want to follow up in 30 days to ensure the invoice was paid. From this drop-down list, choose whether you want EventPro to Always create a follow up action, Never create a follow up action in this situation, or Prompt you with the option to create a follow up action so that you can choose each time.
5.
Save Incoming Attachments After Communication Saved: This setting is applicable for the Enterprise Edition of EventPro only. After you save a communication, you may want to save the attachments. From this drop-down list, choose whether you want EventPro to Always save attachments, Never save attachments in this situation, or Prompt you with the option to save attachments so that you can choose each time.
6.
Save Outgoing Attachments After Communication Saved: This setting is applicable for the Enterprise Edition of EventPro only. After you save a communication, you may want to save the attachments. From this drop-down list, choose whether you want EventPro to Always save attachments, Never save attachments in this situation, or Prompt you with the option to save attachments so that you can choose each time.
7.
Default Outgoing Communication Method: Select a default communication method for outgoing communications from the drop-down list. You will create Communication Methods in the General Lookup Tables.
8.
Default Incoming Communication Method: Select a default communication method for incoming communications from the drop-down list. These are the communications that you create by assigning emails from your synchronized email program; see Chapter 12: Communications, Part A: Communications, Assigning Emails to Communications. You will create Communication Methods in the General Lookup Tables.
9.
Default Incoming Communication Reference: Select a default communication reference for incoming communications from the drop-down list. These are the communications that you create by assigning emails from your synchronized email program; see Chapter 12: Communications, Part A: Communications, Assigning Emails to Communications. You will create Communication References in the General Lookup Tables.
10.
Default Subject Format for Event Report Communications: When you later send Event Reports in a communication, a Subject will default in, depending on what you choose here . See below for examples of the default Subject if the company EventPro Software emailed a Confirmation Sheet report to Booking 29, Garden Tradeshow, March 1-3, 2011.
a.
Booking Number: EventPro Software: Confirmation Sheet for Booking #: 29
b.
Event Name: EventPro Software: Confirmation Sheet for Event: Garden Tradeshow
c.
Booking # and Event Name: EventPro Software: Confirmation Sheet for Booking #: 29 - Garden Tradeshow
d.
Event Name and Dates: EventPro Software: Confirmation Sheet for Event: Garden Tradeshow (01/03/2011 - 03/03/2011)
e.
Booking # and Dates: EventPro Software: Confirmation Sheet for Booking #: 29 (01/03/2011 - 03/03/2011)
f.
Booking Number, Event Name and Dates: EventPro Software: Confirmation Sheet for Booking #: 29 - Garden Tradeshow (01/03/2011 - 03/03/2011)
11.
Date Format When Merging Data: Later, when you send communications, you can use letter templates that contain merge fields, which will automatically insert information relevant to the recipient, such as names, addresses, event names and dates. See Chapter 12: Communications, Part A: Communications, Creating a Communication, and Part B: Letter Templates, Creating a Letter Template. You may also use letter templates in mail merges to multiple recipients; see e.g.Chapter 9: Company/Contact Management, Company/Contact Mail Merge: Mail Merge Letters. If you select the default date format here, all date merge fields in communications will use the selected format: e.g. Dec-05-10; December 5, 2010, or 05/12/2010.
12.
Show Company Name in Subject of Report Communication: When you later run reports, you will have the option to print the report to email, and send the email to the selected recipient. Select this checkbox if you want the Subject of the communication to display your company name by default, e.g. Subject: Company XYZ: Confirmation Sheet for Booking #:11. If you unselect this checkbox, the subject will not contain your company name by default, e.g. Subject: Confirmation Sheet for Booking #: 11. You can always manually type in a subject for communications. See Chapter 15: Reports, Print Reports to Printer, Screen, File or Email.
13.
Use Report Subject Setting for Event Communications: Select this checkbox if you want the subjects of all event communications to default to the selection you chose for event report communications (the setting "Default Subject Format for Event Report Communications" above). For example if you chose the option "Booking # and Event Name" for the event report communications above, and selected this checkbox, the subjects for your communications would appear as follows:
a.
The Event Report communication subject would default to: EventPro Software: Confirmation Sheet for Booking #: 29 - Garden Tradeshow
b.
The Event communication subject would default to: EventPro Software: Booking #: 29 - Garden Tradeshow
14.
Prompt When Sending Email: If you want to receive a prompt before sending an email ("Send Email? Yes/No"), select this checkbox.
