IINSIGHT can help to send out your transaction documentation for Invoices, Payments, Adjustments and refunds directly from within the system.

These can be sent either in a Bulk Email Accounts Run from the Finance area or by Individually Emailing Accounts Items from the Case List > Accounts tab on a case. Both of these options are described in more detail below in this article.

This article overviews the following elements linked to this function:

For IINSIGHT to be able to send your Transaction Documents, first an email account of your choosing needs to be linked to IINSIGHT (either via IMAP or SMTP).

The setup for either the SMTP or IMAP email account link is done in the same place in the Admin Management Console (Options) > Security tab and then the Email Settings tab:

If setting up your link via SMTP then below outlined fields under the SMTP header need to be completed for the link:

If you are unsure on the details required your Company IT specialist should be able to assist you or we have a few articles below on some of the most common mail servers:

Once entered click the "Test Settings" button next to the SMTP details and the system will check and confirm if all details are correct. If this test fails please check that all details entered are correct and try again.

Most SMTP links support the ability for any messages sent to also be stored in the "Sent" folder of your email account. Some however do not in which case your email will still be sent however you might not see a copy of it when review your emails in your email application of choice (e.g. Outlook). If your server is one of these that doesn't you may wish to bill in the Bcc field with an email address also so that you receive a copy of the sent emails in your inbox:

Once completed click Save at the bottom right of the Email Setting tab to save all your changes.

If setting up your link via IMAP then below outlined fields under the IMAP header need to be completed for the link (your Company IT specialist will be able to assist you with these details if you are unsure), as well as the "Email From" field:

Once entered click the "Test Settings" button next to the IMAP details and the system will check and confirm if all details are correct. If this test fails please check that all details entered are correct and try again.

Due to the way in which the emails are sent when linking via IMAP you will automatically receive a copy of the messages in a "IINSIGHT Send Invoices" folder on your email account so the "Bcc" should not be required. If you wish to have this set up however to a different account to that which is the "Email From" then you can add this in the "Bcc" field.

Once completed click Save at the bottom right of the Email Setting tab to save all your changes.

Email templates can be set up in the Admin Management Console (Options) under the Security tab for all 4 different transaction types independently:

In this area you can set up the allows below to set up the default Subject and Body to be used when email a Transaction Document relating to each of the 4 transactions types.

Within the Subject and Body text you can also use IINSIGHT templates variables to auto-populate the Email Template with certain relevant data from the case or transaction. These can be selected using the Insert a variable drop down menu options and an example layout of this for the default Invoice Email Template can be seen with the variables highlighted below:

Invoices, Payment, Adjustments or Refunds can be emailed individually from within the Case List > Accounts tab by first selecting the transaction you wish to send in the table (so it is highlighted in blue), and then clicking the Send Email button:

This will then open the New Email window where you can review the email that is about to be sent:

All information will be pre populated based upon the default email template set. Further information on these can be found above in the Transaction Email Templates section.

To confirm and send the Transaction email click Send in the bottom right corner of the window.

The first send status and sent date that a Transaction was emailed can be seen in the Case List > Accounts table under the "Sent" and "First Emailing" columns:

Should any further emailing records of a transaction be required these will be able to be viewed in the Case Log or Finance > Emailed Transactions table.

IINSIGHT has a Bulk Transaction Email feature which allows you to create a scheduled send of all Invoices, Payments, Adjustments or Refunds on any given creation date range through either the Quicklinks > Invoice Wizard menu (invoices only) or Finance > Emailed Transactions tab, to send to the “Bill to" and "Bill To CC" contact listed on file for each Invoice.

The creation of scheduled email will automatically be addressed to send to the “Bill To” and "Bill To CC" contact. The user can also add any other Contact/s from the Case manually if required (this is done when reviewing each scheduled email after they are created in “Emailing Invoices” list).

There are 2 different ways of bulk Creating/Scheduling Transation Emails ready for review and sending:

At the final stage of Invoice creation, you will notice a new button called “Create emails for created invoices” as below:

Bulk emailing any transactions can be created at any point after the transaction has been generated (either in bulk or individually).

This is done in a tab in the Finance area called Emailed Transactions:

To create a new batch of Bulk Transaction Emails, use the Add button above the table, and then in the New Email window that appears use the filter and search criteria to select all the transactions you wish to send:

If any of the Bill To or Bill To CC contacts have invalid email addresses you will get an error message as below:

Should the above issue occur, you should cancel the creation of the Bulk Email, fix the contact(s) emails that are missing, and then proceed to create the bulk emails once more using the same method.

Once completed all emails created will appear in the Emailed Transations table with a "grey" sent icon awaiting confirmation to send. In this table Sent emails have a Green icon, Unsent emails have a Grey icon and Failed sent emails with errors have a Red icon similar to the below:

To review emails prior to sending you can select the email and then click the Details button.

In the Edit Email window that opens you will have the option to include an additional “CC” contact email address manually, change the subject and body of the email and also preview the PDF attachment.

To send Emails that are reviewed and confirmed as correct but are Grey (indicating that they are Unsent), simply tick the Selected box on the left of the created/scheduled email (one or more selections allowed) and then click the Send button:

You can control a User's ability to email transactions in both the Finance > Emailed transactions and Case List > Accounts areas via the "Can email account items" permission in the Admin > User Modify settings:

Is this permission is disabled the user will not be able to use the function to "Send" or "Send Email" and this will be greyed out and unavailable to them in their view.

If this permission is enabled then the user will be able to use this function as outlined above in this article.