Creating an Ad-Hoc Email from Document(s)

Overview

nVIRO supports the creation of Ad-Hoc emails from one or more documents. This can serve to facilitate more direct communication without having to leave nVIRO. This feature provides the user the ability to send communications along with document attachments directly to users.

This email functionality is available for all core records (e.g., Submissions, Permits, Evaluations, Compliance Actions) from the corresponding ‘Documents’ tab.

Creating and Sending the Email

When creating an ad-hoc email, a document must be selected to become the ‘body’ of the email. This document may be any of the existing document on the record, or a specific document may be created by the users and uploaded for this purpose.

For the email body, the user must select a document from the document list - this could be a generated document, or a document they have uploaded specifically for the email. This document must be .doc or .docx only.

 

If a similar email will be sent on multiple occasions for varying, it may be useful to create a standard document template to generate for the email body as in the example below.

Once a document has been identified to use as the body of the email, the email may be generated as follows:

  • Navigate to the Documents tab for the functional area record.

  • To add an email body, click Add Document and Generate. If a document was created separately on the users computer, click Add Document and Upload.

  • Once the desired document has been added to the documents tab, select all documents (PDF or .DOC/.DOCX only) that should be included in the email either as the body or as an attachment. The top checkbox can be used, if all documents in the list are needed.

All documents will be sent in their original format. For instance if the user generate a document that is .docx, it will send in the email as a .docx. A new enhancement is being created to allow the user to select if the .docx or the system-generated PDF. will be sent

  • After all needed documents are selected, click Email #Selected. The “#” will reflect the number of documents selected.

  • The email generation page will be displayed.

  • Enter the Recipients, Subject Line and the Email Body fields.

    • Recipients may be specified as direct (To) recipients, CC-carbon copy, or BCC-blind carbon copy. They may be selected from:

      • Authorized Users on the Site (prefixed with an “(A)”)

      • Contacts on the functional area record (prefixed with an “(C)”),

      • Staff (prefixed with an “(S)”)

      • or Specific emails

    • Recipients may be specified as direct recipients, CC-carbon copy, or BCC-blind carbon copy.

    • The Subject Line will automatically autofill with a refined version of one of the document names, but can be customized, if desired.

    • For the Email Body, specify the document intended to become the body of the email. All other documents besides that selected in the Email Body field will be added as attachments. If a preview is available for any of the documents, the user can preview the documents.

  • Once all details are correct click Send Emails.

 

Below is an example email sent using this function. These emails will be logged under the ‘User Notifications’.