The LoMag warehouse program allows you to send documents (such as warehouse documents, invoice, orders, rentals) and notifications (when after reaching low stock levels in the warehouse, issuing an OC document) electronically. To work these options correctly, you must configure the e-mail settings to send messages. The following instructions will present the configurations for the most popular free internet mailboxes in Poland such as onet.pl, wp.pl and interia.pl and for the most popular operator in the world which is gmail.com. For gmail, you also need to configure the connection for clients (programs) i.e. external serving the inbox.
Open the settings window by pressing the settings button and then switch to e-mail tab. This will display the outgoing e-mail (SMTP) settings, which should be completed with the parameters of the e-mail box owned by the user, such as: sender's e-mail address, server address (SMTP), SMTP login and password, and definition of the port through which it is to communicate server program. In case the server requires secure login (SSL), check the box to the right of the port number. Remember, the user of program can put either his/her e-mail or domain address of an application. All outgoing (SMTP) and incoming (POP3) e-mail settings are administered by e-mail administrators on their pages.
The following screenshot shows examples of email box configurations for the most popular Internet providers.
Such configured e-mail is enough to send notifications for low stock levels and to issue an OC document. The only exception are boxes that require settings for less secure connections (e.g. gmail.com).
Each e-mail box operator can enter their own settings, some requires configuration in a completely different way as compared to others. However, administrators of email account hosting always put information on their pages to allow such access. The following chapter will show you how to configure this option for gmail.com. Log in to your mailbox, then enter in the browser window. A page will be displayed as in the screenshot below, where you need to select the security option.
In the newly opened tab, find the section responsible for access for less secure applications, and then start it by pressing the "enable access" button.
Move the slider from left to right (by clicking on it), it will change its colour from gray to blue.
These changes allow the LoMag user to send electronic messages directly through the software.
In LoMag it is possible to define templates for sending electronic messages. In the settings panel of the e-mail tab, locate the e-mail templates sections. If the list is empty, enter a new template by pressing the 'Add' button and a new window will appear.
It is mandatory to enter a name for the new template, subject and content of the message. An additional option is to set the template to be added as the default one (when sending documents, this template will be selected by the program first). You can also attach a graphic file to an e-mail message by pressing 'select logo' button and selecting the image which is saved in the LoMag database. After correct configuration of the template, confirm it by pressing the OK button.
After successful operation, the newly added template will appear in the template list and it will be set as the default one. Now enter customer's e-mail address or use domain email address to define the sender details as shown below.
After issuing an invoice document (or any other document that supports the sending of electronic messages) press the send e-mail button. This will generate a document with the extension .pdf and then the appearance of a new window responsible for sending the message. In the screenshot below you can see that the message template is set to the one we previously added. The invoice template can be changed by clicking on its name from the drop-down list by selecting the name of another template. You only need to enter the e-mail address to which the document is to be sent or edit the message if necessary. Press the confirm button and send the document to the customer.
After a few minutes, a message with the content, the logo and the attachment of the document would appear in the inbox of lomag's client.
There are three ways to retrieve the e-mail address for an electronic document. The first way is to get the address from the customer's data. By choosing this option and an example of a customer which is Oliver Jake, the shipping address will be set to Oliver.Jake.76@gmail.com.
The second way is to select email addresses from the address book. The book can be edited by adding or removing items.
The last option is to define one address to which the message will always be sent. To do this, select the last option and enter a valid email address.
The screenshot below shows the shipment of a document with the third option of defining a recipient (always sending to the same address), on which the correct e-mail address was automatically entered.
Following are the name of documents in which it is possible to send an electronic message with an attachment:
To check the list of documents sent to users, use the users tab and select the list of sent emails from the drop-down menu. A window will be displayed in which you will find information about all documents sent electronically. The information contained in this window contains a number of data, such as shipping date, warehouse name, recipient, message title, attachment name, document number, etc.
In the title of the template message, you can enter advanced variables that will be properly recognized by the LoMag warehouse program and supplemented with the desired values. By entering a variable named [Customer.Contact Person], it will be replaced with the name of the contact person who is set in the parameters of the company for which the document is issued. By entering the title of the message "Invoice Document from LoMag program for [Customer. Name]", it will be changed to "Invoice Document from LoMag program for Customer X".
When choosing a customer named Henry Thomas while sending an electronic message with a document containing subject field, the variable was replaced with the name of the customer, namely "Henry Thomas". By changing the name of the customer in the invoice document, the variable will be changed to new one automatically.
Warning! It is possible to enter only one variable in the subject of the message. This function is not available in the content. Below is a list of columns that can be used in the subject of the email during sending process.