Step 1: Create the email

Use the PM Send Documents form to select the contacts that should receive the email, and then enter a subject and email message.

Click here for an overview of the Create and Send feature.

  1. Open a form in the PM module with the Create and Send feature, for example PM Drawing Logs, PM Inspection Logs, PM Other Documents, PM Pending Change Orders, etc.
  2. Click on the Create and Send () icon and select Send Document from the menu that appears. This will open the PM Send Documents form.
  3. Open the Message tab.
  4. Complete the To, Cc, and Bcc fields.
    Each contact in the To field will receive a customized project document (RFI, RFQ ,etc.) if:

    • You are generating project documents using the Documents tab.

    • The project document that you are generating has contact specific information on it, for example a contact name, contact address, or contact phone number. When the project document is created, the system will generate a separate customized document for each contact in the To field.

      If customized project documents are generated, multiple unique emails are created and the contacts in the Cc and Bcc fields will be included in every email

      If the system is generating customized project documents, the contacts in the Cc and Bcc fields will receive a copy of each customized document. This means that if you have four contacts in the To field and the system will create a customized document for each contact, every contact in the CC and Bcc field will receive four emails (a copy of each personalized document)

    Contacts added to the To, Cc, and Bcc fields will also be added to the Distribution tab
  5. Verify that the method of correspondence on each contact is correct.

    The correspondence method of each contact displays as an icon next to the contact name in the To, Cc, and Bcc fields on the Message tab. This determines the type of correspondence that is created for the contact.

    • Email () - The email and generated PDF(s) will be sent to the contact when the Send button on the PM Send Document form is clicked. The email address of the contact is set up using the Email field on the PM Firm Contacts form.

    • Print () - The generated PDF(s) will be printed using the default printer set up on your workstation. The information in the Subject and Message fields on the Message tab of the PM Send Documents form will not be included in the communication.

    • Fax () - The correspondence is sent using the fax number set up on the contact (PM Firm Contacts> Info tab> Fax or Formatted Fax field), and the fax server set up using the PM Company Parameters form (PM Company Parameters> Info tab> Fax Server Name field).

  6. Enter a Subject.
  7. Enter the message in the lower portion of the form.
  8. You can add a signature to the email using the PM Signature Setup form.
  9. Go to the next step, generate the project document. More