Auto Send Customer Documents
You use Auto Send Customer Documents tasks to print, e-mail, or fax customer documents that are held in a document queue. For information on document queuing, see the Customer Document Queuing topic. When the system runs Auto Send Customer Documents tasks, customer documents queued for printing are sent to a specified printer and customer documents queued for emailing or faxing are sent from your e-agent server to your customers.
You configure each Auto Send Customer Documents task to work with one delivery method—print, email, or fax. If you need to use all three delivery methods when sending documents to your customers, you create at least three Auto Send Customer Documents tasks—one for each delivery method. The customer documents available for queueing are sales invoices, sales quotes, sales orders, service invoices, contract invoices/proposals, miscellaneous charge invoices, and customer statements. You can configure each Auto Send Customer Documents task to include one or more of these types of customers documents, and you can filter the customers to send the documents to by customer and/or branch. You can create as many Auto Send Customer Documents tasks as you need to filter and effectively send the documents to your printers and/or customers.
How to Create an Auto Send Customer Documents Task - PrintHow to Create an Auto Send Customer Documents Task - Print
General Task InformationGeneral Task Information
From the e-automate Tools menu, select E-agent to open the E-agent - Tasks window.
From the e-agent toolbar, click [New]. E-agent opens the new task window.
From the list, select Auto send customer documents.
Click [OK]. E-agent displays the task setup window.
In the Task name field, leave the default name or enter a new name for the task.
In the Task engine field, use the drop-down menu to select the task engine on which you want to run the task.
In the Task user field, use the drop-down menu to select the user under which e-agent is to run this task.
To make this task operational, check the Enabled checkbox.
In the Request method region, select Print.
Content TabContent Tab
The Content tab is disabled for print.
Filters TabFilters Tab
Click the Filters tab to bring it forward.
Check any of the following checkboxes as appropriate:
Sales invoices: When checked, this e-agent task can print sales invoices that are in the document queue.
Sales quotes: When checked, this e-agent task can print sales quotes that are in the document queue.
Sales orders: When checked, this e-agent task can print sales orders that are in the document queue.
Service invoices: When checked, this e-agent task can print service invoices that are in the document queue.
Show details: When checked, e-agent prints the service invoice detail version of the service invoices instead of the non-detail version.
Contract invoices/proposals: When checked, this e-agent task can print contract invoices and contract proposals that are in the document queue.
Misc. charge invoices: When checked, this e-agent task can print miscellaneous charge invoices that are in the document queue.
Customer statements: When checked, this e-agent task can print customer statements that are in the document queue.
Show credit limit: When checked, the statements display the customer’s credit limit.
In the Period length field, enter the period aging length. If you enter 30, the statement displays 1-30, 31-60, 61-90, and over 90.
By default all customers are included in the task. To change the customer filter, do the following:
Click the link to the right of Include all customers. The link will be "Include all (no filter)" if no filter is currently being applied or "Filtered" if a filter is currently being applied. When you click the link, the system displays the Customers list window. If no filter is currently being applied, the system displays all the records. If a filter is currently being applied, the system displays the filter criteria and lists the records that meet the filter criteria.
Use the QuickSearch features on this window to add, modify, or clear the filter that determines which customers to include when this e-agent task is processed. For information on using QuickSearch functionality, see the Using the E-agent QuickSearch topic.
When finished adding, modifying, or clearing the filter, click the [OK] button on the Customers list window.
By default all branches are included in the task. To change the branches filter, do the following:
Click the link to the right of Include all branches. The link will be "Include all (no filter)" if no filter is currently being applied or "Filtered" if a filter is currently being applied. When you click the link, the system displays the Branches list window. If no filter is currently being applied, the system displays all the records. If a filter is currently being applied, the system displays the filter criteria and lists the records that meet the filter criteria.
Use the QuickSearch features on this window to add, modify, or clear the filter that determines which branches to include when this e-agent task is processed. For information on using QuickSearch functionality, see the Using the E-agent QuickSearch topic.
When finished adding, modifying, or clearing the filter, click the [OK] button on the Branches list window.
Print Settings TabPrint Settings Tab
Click the Print settings tab to bring it forward.
In the Printer field, use the drop-down menu to select a printer.
Schedule TabSchedule Tab
You can choose to schedule the e-agent task so that it runs on an interval and/or you can run the task manually whenever you choose.
To manually run the task, see the "Manually Running Tasks" section of the Task Functionality topic.
To schedule the task to run on a defined schedule, do the following:
Click the Schedule tab to bring it forward.
In the Recurrence pattern region, select Hourly, Daily, Weekly, Monthly, Last day of month, or No recurrence to indicate the frequency with which you want e-agent to process this task.
If you selected Weekly in the previous step, e-agent displays a Run on region with a checkbox for each day of the week. Check the box for each weekday on which you want e-agent to process this task.
In the Start recurrence field, enter (or use the drop-down calendar to select) the date and time you want this schedule to begin.
In the End recurrence region, do one of the following:
To have e-agent process the task indefinitely using the specified Recurrence pattern, select No end date.
To have e-agent process the task only a specified number of times using the specified Recurrence pattern, do the following:
Select End after __ occurrences.
In the End after __ occurrences field, enter the number of occurrences.
To have e-agent process the task through a specified end date and time using the specified Recurrence pattern, do the following:
Select End by __.
In the End by __ field, enter the date and time by which processing of this task is to end.
Completing the TaskCompleting the Task
In the Notification e-mail field, enter the e-mail address(es) of the person or persons the system should notify each time e-agent completes processing of this task. To notify multiple recipients, separate each e-mail address using the delimiter associated with your e-mail program (e.g., janedoe@company.com; johndoe@company.com; joe@company.com where the e-mail program accepts a semicolon as a delimiter).
Click [OK] to save the task settings.
How to Create an Auto Send Customer Documents Task - EmailHow to Create an Auto Send Customer Documents Task - Email
General Task InformationGeneral Task Information
From the e-automate Tools menu, select E-agent to open the E-agent - Tasks window.
From the e-agent toolbar, click [New]. E-agent opens the new task window.
From the list, select Auto send customer documents.
Click [OK]. E-agent displays the task setup window.
In the Task name field, leave the default name or enter a new name for the task.
In the Task engine field, use the drop-down menu to select the task engine on which you want to run the task.
In the Task user field, use the drop-down menu to select the user under which e-agent is to run this task.
To make this task operational, check the Enabled checkbox.
In the Request method region, select Email.
Contents TabContents Tab
Verify the Content tab is forward.
In the Message field, enter the message you want inserted into the body of the e-mail.
In the e-info URL field, you may enter the URL where customers can pay their bill through e-info. This option provides a clickable link that takes your customers directly to the e-info page where they can pay their bill online.
If you want the e-info URL included in emails sent to only e-info users, check the Include e-info URL only if sending to e-info users checkbox. If the checkbox is unchecked, the e-info URL will be included in emails sent to all customers regardless of whether they are e-info users.
Filters TabFilters Tab
Click the Filters tab to bring it forward.
Check any of the following checkboxes as appropriate:
Sales invoices: When checked, this e-agent task can e-mail sales invoices that are in the document queue.
Sales quotes: When checked, this e-agent task can e-mail sales quotes that are in the document queue.
Sales orders: When checked, this e-agent task can e-mail sales orders that are in the document queue.
Service invoices: When checked, this e-agent task can e-mail service invoices that are in the document queue.
Show details: When checked, e-agent e-mails the service invoice detail version of the service invoices instead of the non-detail version.
Contract invoices/proposals: When checked, this e-agent task can e-mail contract invoices and contract proposals that are in the document queue.
Misc. charge invoices: When checked, this e-agent task can e-mail miscellaneous charge invoices that are in the document queue.
Customer statements: When checked, this e-agent task can e-mail customer statements that are in the document queue.
Show credit limit: When checked, the statements display the customer’s credit limit.
In the Period length field, enter the period aging length. If you enter 30, the statement displays 1-30, 31-60, 61-90, and over 90.
By default all customers are included in the task. To change the customer filter, do the following:
Click the link to the right of Include all customers. The link will be "Include all (no filter)" if no filter is currently being applied or "Filtered" if a filter is currently being applied. When you click the link, the system displays the Customers list window. If no filter is currently being applied, the system displays all the records. If a filter is currently being applied, the system displays the filter criteria and lists the records that meet the filter criteria.
Use the QuickSearch features on this window to add, modify, or clear the filter that determines which customers to include when this e-agent task is processed. For information on using QuickSearch functionality, see the Using the E-agent QuickSearch topic.
When finished adding, modifying, or clearing the filter, click the [OK] button on the Customers list window.
By default all branches are included in the task. To change the branches filter, do the following:
Click the link to the right of Include all branches. The link will be "Include all (no filter)" if no filter is currently being applied or "Filtered" if a filter is currently being applied. When you click the link, the system displays the Branches list window. If no filter is currently being applied, the system displays all the records. If a filter is currently being applied, the system displays the filter criteria and lists the records that meet the filter criteria.
Use the QuickSearch features on this window to add, modify, or clear the filter that determines which branches to include when this e-agent task is processed. For information on using QuickSearch functionality, see the Using the E-agent QuickSearch topic.
When finished adding, modifying, or clearing the filter, click the [OK] button on the Branches list window.
Email Settings TabEmail Settings Tab
Click the Email settings tab to bring it forward.
In the Email from address field, enter the return e-mail address for emails sent using this email task.
In the Send bcc to field, optionally enter one or more e-mail addresses you want copied on the emails.
To make e-agent wait any period of time between sending emails, check the Seconds to wait before each e-mail checkbox and enter the number of seconds you want the task to wait.
Schedule TabSchedule Tab
You can choose to schedule the e-agent task so that it runs on an interval and/or you can run the task manually whenever you choose.
To manually run the task, see the "Manually Running Tasks" section of the Task Functionality topic.
To schedule the task to run on a defined schedule, do the following:
Click the Schedule tab to bring it forward.
In the Recurrence pattern region, select Hourly, Daily, Weekly, Monthly, Last day of month, or No recurrence to indicate the frequency with which you want e-agent to process this task.
If you selected Weekly in the previous step, e-agent displays a Run on region with a checkbox for each day of the week. Check the box for each weekday on which you want e-agent to process this task.
In the Start recurrence field, enter (or use the drop-down calendar to select) the date and time you want this schedule to begin.
In the End recurrence region, do one of the following:
To have e-agent process the task indefinitely using the specified Recurrence pattern, select No end date.
To have e-agent process the task only a specified number of times using the specified Recurrence pattern, do the following:
Select End after __ occurrences.
In the End after __ occurrences field, enter the number of occurrences.
To have e-agent process the task through a specified end date and time using the specified Recurrence pattern, do the following:
Select End by __.
In the End by __ field, enter the date and time by which processing of this task is to end.
Completing the TaskCompleting the Task
In the Notification e-mail field, enter the e-mail address(es) of the person or persons the system should notify each time e-agent completes processing of this task. To notify multiple recipients, separate each e-mail address using the delimiter associated with your e-mail program (e.g., janedoe@company.com; johndoe@company.com; joe@company.com where the e-mail program accepts a semicolon as a delimiter).
Click [OK] to save the task settings.
How to Create an Auto Send Customer Documents Task - FaxHow to Create an Auto Send Customer Documents Task - Fax
If you decide to use a fax option for delivering documents, be aware that the WinFax software is no longer available for purchase. While you cannot purchase the software, if you already have it, you can use it in conjunction with e-agent to send documents. Because WinFax is no longer available, there are three additional options: MS Fax, VSI Fax and Gold Fax. MS Fax is free and works with Windows XP and Windows Server 2003. It is not as robust as some of the other choices but it does get the job done. MS Fax takes a little longer than other applications and is typically good for smaller dealers. VSI Fax is not actively being developed anymore, but not completely gone either. It is more expensive, but very robust. VSI Fax can fax on multiple lines simultaneously. GoldFax is very robust, actively being developed and supported. GoldFax can fax on multiple lines simultaneously. If a dealer is willing to distribute GoldFax as a product, then GoldFax offers special incentives on using their software. Contact GoldFax for additional information.
Use the following information to create the Auto send customer documents task for fax.
General Task InformationGeneral Task Information
From the e-automate Tools menu, select E-agent to open the E-agent - Tasks window.
From the e-agent toolbar, click [New]. E-agent opens the new task window.
From the list, select Auto send customer documents.
Click [OK]. E-agent displays the task setup window.
In the Task name field, leave the default name or enter a new name for the task.
In the Task engine field, use the drop-down menu to select the task engine on which you want to run the task.
In the Task user field, use the drop-down menu to select the user under which e-agent is to run this task.
To make this task operational, check the Enabled checkbox.
In the Request method region, select Fax.
Contents TabContents Tab
Verify the Content tab is forward.
In the Subject field, enter the subject line you want displayed on the fax.
In the Message field, enter the message you want inserted into the body of the fax.
The e-info URL field and Include e-info URL only if sending to e-info users checkbox are disabled for fax.
Filters TabFilters Tab
Click the Filters tab to bring it forward.
Check any of the following checkboxes as appropriate:
Sales invoices: When checked, this e-agent task can fax sales invoices that are in the document queue.
Sales quotes: When checked, this e-agent task can fax sales quotes that are in the document queue.
Sales orders: When checked, this e-agent task can fax sales orders that are in the document queue.
Service invoices: When checked, this e-agent task can fax service invoices that are in the document queue.
Show details: When checked, e-agent faxes the service invoice detail version of the service invoices instead of the non-detail version.
Contract invoices/proposals: When checked, this e-agent task can fax contract invoices and contract proposals that are in the document queue.
Misc. charge invoices: When checked, this e-agent task can fax miscellaneous charge invoices that are in the document queue.
Customer statements: When checked, this e-agent task can fax customer statements that are in the document queue.
Show credit limit: When checked, the statements display the customer’s credit limit.
In the Period length field, enter the period aging length. If you enter 30, the statement displays 1-30, 31-60, 61-90, and over 90.
By default all customers are included in the task. To change the customer filter, do the following:
Click the link to the right of Include all customers. The link will be "Include all (no filter)" if no filter is currently being applied or "Filtered" if a filter is currently being applied. When you click the link, the system displays the Customers list window. If no filter is currently being applied, the system displays all the records. If a filter is currently being applied, the system displays the filter criteria and lists the records that meet the filter criteria.
Use the QuickSearch features on this window to add, modify, or clear the filter that determines which customers to include when this e-agent task is processed. For information on using QuickSearch functionality, see the Using the E-agent QuickSearch topic.
When finished adding, modifying, or clearing the filter, click the [OK] button on the Customers list window.
By default all branches are included in the task. To change the branches filter, do the following:
Click the link to the right of Include all branches. The link will be "Include all (no filter)" if no filter is currently being applied or "Filtered" if a filter is currently being applied. When you click the link, the system displays the Branches list window. If no filter is currently being applied, the system displays all the records. If a filter is currently being applied, the system displays the filter criteria and lists the records that meet the filter criteria.
Use the QuickSearch features on this window to add, modify, or clear the filter that determines which branches to include when this e-agent task is processed. For information on using QuickSearch functionality, see the Using the E-agent QuickSearch topic.
When finished adding, modifying, or clearing the filter, click the [OK] button on the Branches list window.
Fax Settings TabFax Settings Tab
Click the Fax settings tab to bring it forward.
In the Test fax region, use the radio buttons to select the appropriate fax sending choice. E-agent changes the selection choices depending on your fax application choice. Before you select a choice, you should have your fax application installed and functioning. E-agent looks for appropriate program information when selecting a fax application.
If you select Use Microsoft Fax, you must identify a cover page or import personal cover pages.
If you select Use WinFax, you must identify cover pages and specify the WinFax printer.
If you select Use VSI fax, you must identify the directory that VSI uses in the File output path field.
If you select Use GoldFax you must identify the Keyword file extension, the Monitored folder, and the File output path.
Schedule TabSchedule Tab
You can choose to schedule the e-agent task so that it runs on an interval and/or you can run the task manually whenever you choose.
To manually run the task, see the "Manually Running Tasks" section of the Task Functionality topic.
To schedule the task to run on a defined schedule, do the following:
Click the Schedule tab to bring it forward.
In the Recurrence pattern region, select Hourly, Daily, Weekly, Monthly, Last day of month, or No recurrence to indicate the frequency with which you want e-agent to process this task.
If you selected Weekly in the previous step, e-agent displays a Run on region with a checkbox for each day of the week. Check the box for each weekday on which you want e-agent to process this task.
In the Start recurrence field, enter (or use the drop-down calendar to select) the date and time you want this schedule to begin.
In the End recurrence region, do one of the following:
To have e-agent process the task indefinitely using the specified Recurrence pattern, select No end date.
To have e-agent process the task only a specified number of times using the specified Recurrence pattern, do the following:
Select End after __ occurrences.
In the End after __ occurrences field, enter the number of occurrences.
To have e-agent process the task through a specified end date and time using the specified Recurrence pattern, do the following:
Select End by __.
In the End by __ field, enter the date and time by which processing of this task is to end.
Completing the TaskCompleting the Task
In the Notification e-mail field, enter the e-mail address(es) of the person or persons the system should notify each time e-agent completes processing of this task. To notify multiple recipients, separate each e-mail address using the delimiter associated with your e-mail program (e.g., janedoe@company.com; johndoe@company.com; joe@company.com where the e-mail program accepts a semicolon as a delimiter).
Click [OK] to save the task settings.
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