Wintouch Email Functions & Settings

Wintouch gives you a variety of email options, including work flow-triggered emails, email broadcasts, and email notification of changes made in activities you have scheduled for other users.

To and From Email Addresses for Wintouch Emails Chart
The User Location
The Scheduled Activity RSVP Function
Work Flow Triggered Emails
Email Broadcasts

To and From Email Addresses for Wintouch Emails

Email Type	From...	To...
Scheduled Activity RSVP Email	The assigned User's work Email Address from the Account-Contact Profile of the User's Location. Click here for information on the User Location.	The Created by user's work Email Address from the Account-Contact Profile of the User's Location. Click here for information on the User Location.
Work Flow-Triggered Email	The email address you enter manually or the email address of the type you select from the drop-down list for the From user. Click here for details.	The email address you enter manually or the email address you select from the drop-down list for the To user. Click here for details.
Email Broadcast Account/Contact Level	The User's Email Address you select from those stored in the Default Server Settings section of Wintouch Preferences. Click here for more information on Wintouch Preferences.	The Email Address from the Account-Contact Profile for each Account/Contact in the Group you selected.
Email Broadcast Account Level	The User's Email Address you select from those stored in the Default Server Settings section of Wintouch Preferences. Click here for more information on Wintouch Preferences.	The Account Email Address from the Acocunt Profile for each Account in the Group you selected.
Email Broadcast Contact Level	The User's Email Address you select from those stored in the Default Server Settings section of Wintouch Preferences. Click here for more information on Wintouch Preferences.	The Personal Email Address from the Contact Profile for each Contact in the Group you selected.

The User Location

Wintouch Locations are stored as accounts in Wintouch. You can search for a Location using its Account ID, which is stored in the User Profile. Follow the steps below to retrieve the Location ID.

From the Main Desktop menu select Administration , then select User Profile from the drop-down menu.
Our User Profile has only one Location. Your User Profile may have many. Identify the Location ID in which you are looking for. This is the ID you will use for your account search.
Use the Location ID from the User Profile window to run an Account Search.
To access the Account-Contact Profile from the Account Summary window, select Contact from the Account Summary desktop menu, then select Profiles from the drop-down menu, and then select Edit Account-Contact Information from the fly out menu, or use the shortcut key [Ctrl+U].
The work Email Address displayed in the Account-Contact Profile of the User's Location is used in both RSVP and Work Flow-Triggered Emails. Click here to view the To and From Email Addresses for Wintouch Emails chart.

Scheduled Activity RSVP Email

If you schedule an activity for another user, you have the option of checking the RSVP box. If you do, the User(s) you scheduled the activity for will not be able to change or clear the activity you assigned to them without you receiving notification in the form of an email from the assigned User to the Created by user.

Note: For the RSVP feature to work, the email addresses for both the Created by user and all assigned Users must be saved as the work Email Address in the Account-Contact Profile of the User's Location. Click here for more information on the User Location.

Click here for more about Scheduling Activities with RSVPs.

Work Flow Email To and From Options

Use Work Flow Scripts to send emails when the trigger event occurs. Either choose the To and From email addresses for Work Flow Emails from the drop-down list of email types or type in any email address. If the email addresses designated in the To and From fields in the Work Flow Script are not available, Wintouch will try a series of default email addresses. For example, if the To field is designated Work Email, but the email doesn't exist in Wintouch, the Personal Email will be used, if the Personal Email address doesn't exist, the Account Email will be used, and so on.

Work Flow Email Type Definitions & Default Order

Work Flow Email Types	Work Flow Email Type Definitions	Default Email Address Order
Account Email	The Account Email Address from the Account Profile of the account in which the trigger event occurred.	1. Account Email 2. Work Email 3. Trigger User Email
Personal Email	The personal Email Address from the Contact Profile of the contact in which the trigger event occurred.	1. Personal Email 2. Work Email 3. Trigger User Email
Trigger User Email	The work Email Address of the Account-Contact Profile of the User Location of the user whose action triggered the event.	1. Trigger User Email 2. Trigger User Personal Email*
Work Email	The work Email Address from the Account-Contact Profile for the account/contact in which the trigger event occurred.	1. Work Email 2. Personal Email 3. Account Email 4. Trigger User Email

* Trigger User Personal Email: This is the personal Email Address from the Contact Profile of the User Location for the user who triggered the event. This Email address is only used if no Trigger User Email is available. Click here for more information on the User Location.

Click here for more information on Work Flow.

Email Broadcasts

Send mass emailings using the Wintouch Email Broadcast feature.

Choose from among the email accounts stored in the Default Server Settings section of Wintouch Preferences to send your Email Broadcast from. The From field of the emails will typically display both the user's Name and the Email Address from the Email Account Properties window in the Default Server Settings section of Wintouch Preferences. You can store multiple email accounts for each user. For example, for the user who sends out your email marketing campaigns, s/he might want to be able to send his/her marketing email broadcasts from an email address such as info@yourcompany.com and his/her internal email blasts from his/her personal Work Email Address.

Choosing the Email Account to Send Your Email Broadcast from

After pressing the Send button in the Eamil Broadcast window, the Send Email window will open promting you to fill select a template and allowing you other options to use with the broadcast. Here you will be able to choose the email account by which you wish to send your broadcast.

Broadcast Email Accounts & Their Properties

The Email Addresses in the Account drop-down list for Email Broadcasts are those stored in the Default Server Settings of Wintouch Preferences. The information stored in the Email Account Properties window will determine the From line of the broadcast emails you send. Click here for more information on Wintouch Preferences.

The Email Accounts from which you can send email broadcasts come from the Email Accounts field of Wintouch Preferences Default Server Settings. Press the Settings button to access the Properites of the Email Account currently displayed in the field. To change the Email Account that is displayed, select the desired account from the drop-down list.

The Outgoing mail field will be automatically populated with the value from the Outgoing Mail Server (SMTP) field. See screen shot above.
Ask your network administrator if your mail server uses SSL. If so check the User secure connection (SSL) box.
In most cases, your server will require authentication, i.e. it requires you to enter your User Name and Password. If so, check the My server requires authentication box.
If you checked the My server requires authentication box, the Log on using box will also be checked. Enter your User Name in the Account name field. You can either choose to enter your password and have Wintouch remember it or you can choose to enter your password each time you send an email broadcast.

In the Email Account Properties window, you will designate the name of your account, e.g. Work, Marketing, Home, etc. You will also select the Name which will appear in the From line of the emails sent from this account, your Organization's name, the From email address and a reply to email address, if different.

Note: Multiple email accounts can be stored for each user in Wintouch Preferences Default Server Settings. For a user who will be sending out marketing email broadcasts, for example, you could have both a Work Email Address and a Marketing Email Address.

Click here for more information on Wintouch Preferences.

Click here for more information on Email Broadcasts.