Program settings - E-mail options / Address format

On this page in Program settings there are three separate configuration areas:
(1) Mailing methods
(2) Webmail accounts
(3) Adress formats

 

E-mail methods - Sending options

TOM enables you to generate complete job-related e-mail messages and transfer them to your standard e-mail client to be dispatched from there. If you use webmail only (GMail etc.) there are restrictions to this option.

 

There are basically two methods to choose from:

 

Method 1: allows you to create e-mail with formatted text: to do so check the "Insert from clipboard" option. Drawback: you cannot auto-attach pdf files!  So while sending, you will see an empty mail window (except for signature, if any) into which you can now paste the project text copied into the clipboard by TOM.

 
Method 2: (Direct method) in MS Outlook, you can create text-only e-mails only. Default signature and layout settings, if any, are lost. You may auto-attach one pdf file from TOM (invoices etc.). Good to know: while the newly created e-mail is open / unsent in Outlook you cannot continue working in TOM.
 

Summary

Function / Issue

Method 1
(Paste)

Methode 2
(Autom.)

Description

File Attachment from TOM (1 file)

No

YES

often used for sending invoices (fully automatic)

HTML/Text formatting kept intact

YES

No

This restriction in Method 2 applies to MS OUTLOOK only. (Text will be copied to a totally empty text mail window). Thunderbird will retain signatures if any.

Mail must be sent from Outlook/other Mail Client before TOM is unlocked and work may continue

No

YES

this may obstruct the work flow at times, but avoids errors by focing users to send out the e-mail right away

Paste mail text manually [Ctrl+V] into external editor

YES

Autom.

practically only a small drawback in Method 2

If Method 1 is selected as default it is possible to set the dispatch of invoices as an exception:
i.e. when sending invoices (also reminders) Method 2 will be used automatically!

 

 

Please note:
Both mailing methods draw on the text templates you can define in >Program settings  >Forms >E-Mail.

 

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Web Mail Accounts

Configure access data for as many webmail accounts as you need here. The function Please note :

 

Defining templates for address formats

The flexible address formats in TOM enable you to create addresses that can be used in many countries. E.g., the position of Post/ZIP codes in addresses may vary, or the contact person within a company comes first place in anglo-american usage, while in Germany is placed after the company.

2 default templates can be defined as default formats. These can be copied to specific client, translator and contact records with just one mouse click (and can be further modified there if needed).

The formatting is done using placeholders (wildcards): terms starting and ending with "#" represent the respective field value in an address field. These expressions must be 100% matching the TOM internal terms, therefore use the buttons provided to insert the terms into the formatting field.