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Email / Reminders

Qudos 3 includes an email facility that will send a message and specified attachment. As you may be accessing Qudos 3 from any location via a browser, this email is created in the software's own web-mail tool. However, the recipient(s) will receive it in their default email program.

An email may be generated manually or automatically - when certain events occur.

The email form

Options
The email form has options to:

  • Send the message only
  • Send the message with report attached as RTF (word-processor format)
  • Send the message with report attached as PDF

If a choice of attachment format has already been made when generating the email from a report, those options will be greyed out. If one of the attachment options is selected, the attachment will be listed in the 'Attachment' field.

Addressing
You may manually type or paste addresses into the To, Cc, and Bcc boxes. Alternatively, click the To, Cc, and Bcc buttons to open the address book and access recipients. You may also use a combination of these methods. If you use any manual methods, be sure to place a semi-colon between each address. A message is sent to the recipients in the To, Cc, and Bcc boxes. However, the names of the recipients in the Bcc box aren't visible to other recipients).

You may modify the Subject and Content fields to suit.

The address book

This is activated when you click the To, Cc, or Bcc buttons on the email form. It displays the names and email addresses in the People List. You may search the list by typing all or part of it in the 'search' field and clicking the Go button. Click on a name and then the To, Cc, or Bcc button to add the recipient to that list. You may include one or more names in each list. Click the OK button to insert them into the email form.

Generating an email manually

Emails may be generated from any report created by Qudos 3. Reports are created by selecting the Print menu option available on most lists and forms. For more information on reports go to: Sharing information: Exporting, Emailling, and Printing Reports.

Event-based email

An automated email will be generated for a range of events. It requires certain criteria to be met:

  • The email feature is switched on and configured (See menu item Edit / Management Console)
  • You are connected to a network and/or the Internet
  • The recipient(s) has a valid email address logged in Qudos 3

One email group may also be selected for merged email on certain events (such as new document listings / revisions). See Help file section on Management Console for more details.

  • A new document is added to the Master Document List
  • A document in the Master Document List is revised
  • An action is assigned or re-assigned
  • There is a change to the main text field in the Event/Subject tab section

Reminder emails

Qudos 3 can generate an automated email reminder about actions and audits. Reminder emails are sent out at scheduled intervals or on an 'as required' basis (using the 'Run Now' control. There is also the facility to escalate overdue actions. The reminder email are generated by a separate mini-application that runs on the server. Instructions on setting up are included in the Admin Guide book, and the mini-application also includes its own Help file.

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