MASS COMMUNICATIONS MASS COMMUNICATIONS

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Douglas McGee
8 years ago
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1 MASS COMMUNICATIONS Communicating is essential for successful efficient business. Whether with your staff, customers or suppliers, improvements in communication will help your business. There are some modules in GlobalBake that help with communication, they are the Fax Module, Adobe PDF module and module options. These modules make it easier and more immediate to send information by fax and . The PDF module allows you to create 'electronic' copies of reports. PAGE 1

There are some modules in GlobalBake that help with communication, they are the Fax Module, Adobe PDF module and Email

PDF files are a common format that essentially are an electronic print out of a document. They are a smaller file size making it ideal for emailing.

2 ADOBE PDF MODULE The PDF module allows for easy creation of PDF files from any print/export option. This requires a simple one off installation on your server. It is very simple to use. PDF files are a common format that essentially are an electronic print out of a document. They are a smaller file size making it ideal for ing. To create a pdf of a report, you need to tick 'export' on the report screen and click 'print'. You will then get the export options screen. Click 'PDF' in the top right corner. You will be asked to select a location and a name for your file, once decided click 'save'. PAGE 2

FAX MODULE The fax module allows statements or invoices and reports to be faxed. It handles bulk faxing easy and tracks each fax sent. It will also cut back on paperwork.

3 FAX MODULE The fax module allows statements or invoices and reports to be faxed. It handles bulk faxing easy and tracks each fax sent. It will also cut back on paperwork. The fax module uses 'Windows Fax Services' that needs to be installed on your server with a physical modem attached. This needs to be setup by your IT person and tested that it is working correctly. You can then check the log from the main menu > file > fax manager. A fax could appear on the jobs list as sent while in fact it has only been transferred to the Windows Fax Services. You will need to use the software with Windows Fax Services to confirm if the fax has been sent. Setup tab allows you to set up the dial prefix and how many days jobs are kept. The dial prefix is what you need to dial internally to access the fax line, if needed. The Days Job is kept will be how long the jobs will last in the sent and unsent lists. From these lists you can also right click on a job and delete or preview a job. PAGE 3

You can then check the log from the main menu > file > fax manager. A fax could appear on the jobs list as sent while in fact it has only been transferred to the Windows Fax Services.

4 You can fax a report by ticking 'export' on the report screen and clicking 'print'. You will get the export screen below. Just enter the fax number and click 'Fax'. PAGE 4

5 MODULE The system must be registered with Fax (Mass Comms) and PDF modules for to be available. This adds two new options on the File menu, Settings and Log. The log shows a list of all s sent from the system in the last week and whether or not they were sent successfully. This shows you who the was sent to and who it was from on what date, at what time. It will show you the subject, text and if there were any attachments. On the SMTP log it shows a log of the message being sent to track any problems. PAGE 5

The email log shows a list of all emails sent from the system in the last week and whether or not they were sent successfully.

The email settings is where you configure how the program will talk to the company s email server. The left hand side needs to be set up by your IT person. These are the email configuration.

The email module works by giving you another export option. If you tick 'export' on reports and then click 'print', you will get these export options.

6 The settings is where you configure how the program will talk to the company s server. The left hand side needs to be set up by your IT person. These are the configuration. The right hand side is for ing statements, invoices and purchases orders and setting up default subject and body messages if required for the . The module works by giving you another export option. If you tick 'export' on reports and then click 'print', you will get these export options. The option allows you to enter the address to send it to, a subject header and a note or the body of the text. Once completed click ' ', this sends the information to your program (setup in the settings) and will have report attached as a *.PDF. You can also send invoices and statements as s as well as purchase orders. PAGE 6

7 E M A I L I N G I N V O I C E S A N D S T A T E M E N T S Debtors (Customers) can be set up to receive invoices and statements via . These are as attachments. An option after the Invoice and Statement options allows you to set how these are sent. You can select Print, Fax, and . The invoices and statements will only be ed when bulk invoices are printed, I.e. from the GlobalBake main menu select sales > Print Invoices. If you view individual invoices or statements then whatever options chosen then will be the print options. NB - This will only work if preview is NOT ticked. NB This will only work if each debtor (customer) and each user have valid addresses. Remittance method on a supplier can be changed to remittance. PAGE 7

The invoices and statements will only be emailed when bulk invoices are printed, I.e. from the GlobalBake main menu select sales > Print Invoices.

8 This is similar to sending debtor (customer) invoices and statements. It needs a valid address on user and supplier and preview NOT ticked. PAGE 8

It needs a valid email address on user and

Telephone Directory. Introduction

Telephone Directory. Introduction Telephone Directory Introduction The Telephone Directory Module allows you to maintain a listing of emergency telephone numbers, vendors, employees, and association members, etc. Email Messages can be