RB User Guide > Program Basics > RB Interface > Mail Composer

Emailing from RB

You can email contacts, resources, locations, and other RB users from within RB. You can customize the email contents and include attachments. You can send individual emails or send them in batches. Once you add your email address to your user account, you can email anyone with the click of a button.

1. Compose email

   1. If not already in the Mail Composer:
   • In any Edit or View window:
     • Click next to an Email address. If there is no address in the field, you must enter one before clicking .
     • Check boxes of files in a Repository pane to select them, then click in the Repository pane header.
   • When sending confirmations, invoices, reports, or notices, click Show mail composer to select Yes in the Options panel, then click OK.
   2. In the Email panel:

      • *From

        Required. Change the email address you are sending from by selecting a different address in the drop-down. Email addresses and the default are set in System Preferences > General > Email.

      • *To

        Required. Depending on the function you are in, this field might show the recipient’s address. Addresses that automatically populate come from the entity’s Notification Email pane (see Managing notification emails). You can change the recipient or if the field is blank, enter the email address.

      • *Subject

        Required. Enter or edit the text that will appear in the subject line, if needed.

      • *Message

        Required. Enter or edit the text that will appear in the body of the message, if needed. To format text in the *Message field, see Customizing email messages, web pages & stamps.

      NOTE: Customize form letters

      If you are sending an email based on a pre-set RB message or an RB template (such as job confirmations), any edits you make here affect this letter only.

      To update the canned email, see Customizing communications.

      To update the letter template or create new ones, see Creating/updating forms & letters.

2. Set options

   If you want to:

   • Send a copy of the email to other(s), click Cc. Then enter email address(es) in the Cc field separated by commas.
   • Send a blind copy of the email to other(s), click Bcc. Then enter email address(es) in the Bcc field separated by commas.
   • Include attachment(s), either:
     • Drag and drop file(s) from your desktop into the Attachment(s) dotted-outline box.
     • Click the dotted-outline box, then locate and select file(s) from your computer.

     Your selection(s) will appear in a list above the dotted-border field.

     TIP: View email attachments before sending

     You can download and view any files listed in the Attachment(s) field by clicking the hyperlinked file name.

   • Delete attachment(s), click  in the file’s listing.

3. Send email

   1. Click Send. The email will be sent from your email address, which is set in either System Preferences > General or User Preferences.
   2. If you are sending a batch of emails at once, when you click Send in the mail composer, the first email is sent and the second one appears. Repeat updating and sending until all emails are sent.
   3. If an “operation successful” popup appears, click OK. If sending emails from a results grid, RB will post a status message, “Email sent successfully,” in the Result column.

NOTE: RB is not an email program

RB does not keep copies of all emails sent from within the system. To see which emails are logged in the system, see Viewing email logs (RB9 only).

If you want to keep copies of all of your emails sent from RB, enter your email address in the Bcc Emails field in your personal User Preferences window’s Email pane. (See Customizing email preferences.)

Reference

• System Preferences > General
• Form Templates
• User Preferences

Step-by-step instructions

• Managing notification emails
• Customizing email messages, web pages & stamps
• Customizing communications
• Creating/updating forms & letters
• Viewing email logs