Diary Admin to Clinical Information (Desktop App)

The E-mail History screen will allow a user to view all the information regarding E-mails that have been sent to debtors and patients, to whom the E-mail was sent, when the E-mail was sent and whether the communication has been sent successfully. The screen will also show all the E-mails that have failed to send or that were cancelled. 

• The contents of this User Manual will consist of the following information:
• Screen Layout
• Screen Menubar
• Export and Print

• Log in to the GoodX Desktop using your GoodX username and password.
• From the Navigator, Double Click on the MedDebs Module.

• The Main MedDebs screen will open. 

• Click on Batch Transactions on the menubar.

• Click on Email History on the sub-menu.

• The Send E-mails screen will open.

Screen Layout

An explanation regarding each field, the content and the layout of the screen.

•  From Date Created: The date from which the history will be displayed.
  
• Click on the drop-down menu to open the calendar to select a date. 
  

• Click on the desired date to make a selection.
  

• To Date Created: The date to which the history will be displayed.
  
• Click on the drop-down menu to open the calendar to select a date.
  

• Click on the desired date to make a selection.
  

• E-mail Status: A specific point in time during the flow of the E-mail process. The chosen option will determine how the E-mails are sorted on the Send E-mails screen.
  

• Select an option by clicking on the relevant radio button: 
  
• Unsent Mail (N): All E-mails that have been actioned but not yet sent.
  
• Failed Mail (F): E-mails that have been sent but have failed to be delivered. For example, the E-mail address is incorrect.
  
• All Mails: All the E-mails that have been sent within the selected chosen date. This will be selected by default when the screen opens.
  
• Sent Mail (S): E-mails that have been sent successfully.
  
• Cancelled Mail (C): E-mails that were cancelled after being sent.
  
• Queued Mail: (Q): E-mails that have been scheduled to be sent but have not yet been sent.
  

• Search: Allows the user to search for a specific E-mail.
  
• Click on the Search field to input search criteria to find the desired email. The content of the screen will filter as the user types.

• The information of the Send E-mails screen will be divided into columns:

• Account Number: The system account number of the recipient of the message. 
• E-mail Address: The E-mail address where the E-mail was sent.
• Subject: A short description regarding the content of the E-mail.
• Attachment: If there was any images or documents attached to the E-mail the file path to the attachment (where the attachment is saved on the user's computer) will be displayed in the column. Macros can now be set up for the saving path to customise the saving path to the users' preference, to set up these macros, please refer to the user manual: System Options: Miscellaneous.
  
• Date Created: The date when the E-mail was created on the system.
• Date Sent: The date when the E-mail was successfully sent.
• Username: The name of the user who sent the E-mail to the debtor/patient.
• Mailed From: The function from which the E-mail was sent, within the system, for example, from the Diary Sidebar.

• Count: The total amount of E-mails that are being displayed on the screen. This will be determined by the search filters that have been applied.

Screen Menubar

The Send E-mails screen will have its own menubar, each menu will have its own sub-menu with different features.

Screen

• The following options will be available on the Screen menu.

• Click on Options on the menubar then Click on Show Legend on the sub-menu.

• A legend will appear on the bottom of the screen to advise what the colours used to highlight the lines mean. 

• (C) Cancelled: The user has cancelled the sending of the E-mail.
• (S) Sent: The E-mail has been sent successfully.
• (F) Failed: The E-mail has not been sent and was not delivered to the intended E-mail address.
• (N) Unsent: The E-mail has not been sent yet (this is used for scheduled E-mails, the E-mail will send at a later stage)

• Click on Screen on the menubar then Click on Screen on the menubar then Click on Expand All on the sub-menu.

• All the lines on the screen will expand in order for the user to see the details of the E-mail.

• Click on Options on the menubar then Click on Collapse All on the sub-menu. 

• All the lines on the screen will collapse and the user will only be able to see the sections in which the E-mails are sorted.

Actions

• The following options will be available for the Actions menu.

• Click on the unsent E-mail that the user would like to resend, to select it.

• Click on Actions on the menubar, then click on Send Single E-mail on the sub-menu. This will allow the user to re-send a single unsent E-mail. An unsent E-mails' status will change to sent when the E-mail has been sent successfully.

• Click on the desired batch to resend the unsent emails in the batch, to select it.

• Click on Actions on the menu bar, then click on Send E-mails for per batch on the sub-menu. This will allow the user to resend an entire unsent E-mail batch.

• An Information pop-up will appear to ask whether the user is sure if they would like to send all the emails in the selected batch.

• Click on No to cancel the request and close the pop-up.

• Click on Yes to send all the mails in the selected batch. The pop-up will close. 

Options 

• The following options are available on the Options menu:

• Click on the E-mail that the user would like to make changes on, to select it.

• Click on Options on the menubar then Click on Edit E-mail Address on the sub-menu. This will allow the user to change the E-mail address of where the E-mail will be sent. 

  

• The EditEmail pop-up will appear where the user is able to change the recipient address to a different one.

• Click on the E-mail Address field to input the new Email Address that the user would like to use instead.

• Click on Cancel to close the pop-up and return to the Send E-mails screen.

• Click on Save to save the E-Mail Address that had been changed, the E-mail can then be resent to the new address that has been entered.

• Click on the E-mail that the user would like to send as a new E-mail, to select it.

• Click on Options on the menubar then Click on Edit E-mail as ''New'' on the sub-menu. This will allow the user to Edit a selected E-mail and send it as a new E-mail.
  

• The E-mail screen will open. 

Please Note: Only the Subject and Messages fields will be editable.

• Make the desired changes to the Subject and Messages fields.
• Click on each field in order to make changes.

• Click on OK(F2) or press the F2 key on the keyboard to send the E-mail. 

• Once the message has been sent, a Warning pop-up will appear to advise the user whether the email has been sent successfully.

• Click on Ok to acknowledge and close the pop-up and returns to the Send E-mails screen.

• Click on the E-mail that the user would like to make changes on, to select it.

• Click on Options on the menubar then Click on Mark E-mail as "Cancelled" on the sub-menu. This will allow the user to cancel the sending of an E-mail that has not been sent yet.
  

• A Confirm pop-up will appear to ask the user whether they want to flag the email as "Cancelled" and not send the E-mail.

• Click on No to cancel the request and close the pop-up.

• Click on Yes to mark the E-mail as "Cancelled" and to close the pop-up.

• Click on the E-mail that the user would like to mark as unsent, to select it.

• Click on Options on the menubar then Click on Mark E-mail as "Unsent" on the sub-menu. This will allow the user to mark an E-mail as Unsent in order to send it again at a later stage.
  

• A Confirm pop-up will appear to ask the user whether they want to flag the email as "Unsent".

• Click on No to cancel the request and close the pop-up.

• Click on Yes to mark the E-mail as "Unsent" and to close the pop-up.

• Click on the E-mail that the user would like to mark as queued, to select it.

• Click on Options on the menubar then Click on Mark an E-mail as "Queued" on the sub-menu. This will allow the user to queue the E-mail to be resent. Only failed E-mails can be queued.
  

• The status of the E-mail will change to "Queued".

• Click on Options on the menubar then Click on E-mail Setup on the sub-menu. This will allow the user to make changes to the SMTP (E-Mail) Configuration of the E-mail. 

• The SMTP (E-mail) Configuration screen will open. 

Please Note: It is not recommended to change the setup as it can result in E-mails not sending correctly.

View

• The following options will be available on the View menu:
  

• Click on the E-mail that the user would like to view the attachments that have been added to the E-mail, to select it.

• Click on View on the menubar then Click on View Attachment on the sub-menu. This will allow the user to open the attachment to see what was attached to the E-mail.
  

Please Note: The attachment will open in the file format as it was attached to the e-mail.

• Click on the desired E-mail of which the user would like to view the full content, to select it.

• Click on View on the menubar then click on View E-mail on the sub-menu. This will allow the user to see the full contents of the E-mail in a read-only format, as well as when it was created, when it was sent and the status that the E-mail is in. 

• A read-only E-mail screen will open.

• Click on OK or press the F2 key on the keyboard to close the screen and return to the Send Emails screen.

Export and Print 
Allows the user to Export and Print the E-mail History.

Export
Allows the user to save a copy of the E-mail History report to a different file format in order to open it at a later stage in a program that supports the selected file format.

• Click on Export to save the list on the computer. 
  

• The Save As screen will open.

Print 
Allows the user to print a hardcopy of E-mail History report. 

• Click on Print to print out the history of the E-mails that was sent.

• The Specify Columns To Print will open. 

• Make a selection by clicking on the corresponding check box of the columns that the user would like to print. 

• Click on Next to continue.

• The print preview of the E-mail History will open.

• The E-mail History screen will have E-mail and Print options, for more information regarding these options please refer to the user manual: Options to Print. 
  

• Click on Close to exit the E-mail History screen and return to the Send E-mails screen.

• Click on Ok on the Send E-mails screen to return to the main Debtor Manager screen.