Send allows you to send one or more documents included as an attachment to an email. This is either in their native form or as PDF attachments.
The underlying email is automatically filed in FYI and a record of the send is shown in the Activity of each document that is sent.
- Select the document to send.
Or, to select multiple documents, select the documents you want to update by clicking the checkboxes on the left-hand column next to the relevant documents/emails.
If relevant for the list, first click Select to display the checkboxes in the left-hand column.
- Click Send.
The Send drawer displays. The Selected Documents display at the bottom of the Drawer.
- Select the filing details and send options for the email used to send the document.
Client- displays the client that the document is filed under. This can be changed by typing at least three characters of the client name to display all clients containing those characters. Then click to select the required client.
Change Addressee - if the document is being sent to a different addressee other than the client that it is being filed under, click the Change Addressee link and select the required addressee.
Email - If a client has multiple contact email addresses, these are shown in the Email drop down and you can choose which one to use when sending a document. You can only add contacts to a client from Xero Practice Manager.
Template - if required, select a template. If no template is selected, a blank email is created.
Cabinet - such as Client Files, and if relevant Job.
Categories - such as Work Type and Year.
Name - to identify the email used to send the document. The name displays in lists in FYI.
If a default name is provided, for example from the selected template, you can change this.
Send via - this controls how the document itself is sent. This can be set as Email, OneDrive (or Postal Service). When set as Email, the documents are included in the email as attachments, either as PDFs or as a copy of the selected documents according to how Include as PDF was set.
Refer also to Sending Documents via OneDrive and to Mail Register - Updating the document Delivery Status as Sent or Received).
Include as PDF - set this to "On" to generate a PDF of the documents that are sent instead of the documents themselves.
Note: This function will only apply to Word documents.
Create as Draft - this is set to "On" as the default. The email is displayed in Outlook so you can make any changes to the email and then send it.
If Create as Draft is set to "Off", the email is sent immediately, without opening the email.
- Click Create.
If a template for a cover letter has been selected, this is added automatically as the basis of the email.
The documents are included as attachments, either as PDFs or as a copy of the selected documents according to how Include as PDF was set.
Resending a Document
If you need to resend a document by email at any time, this can be done in the same way and the document will be sent as a new email.
Clearing the Delivery Status
To clear the Delivery Status, and reset this to blank:
- Select the document to clear.
- Click the Delivery button.
- Select Clear.