1. E-mail is the top means of communication
2. Why integrate e-mail with an ERP system ?
3. How to integrate e-mail with Trawers ERP
4. Applications of the e-mail client
1. E-mail is the top means of communication
E-mail is currently the preferred method of communication between businesses.
E-mail clients remain the most used computer programs in sales and marketing
departments of almost every company.
2. Why integrate e-mail with an ERP system ?
E-mail clients have gone a long way of development in order to increase
usability, comfort, parametrization, and customization.
They are often integrated with address books, calendars, to-do lists etc.
Most computer users quickly learn to manage e-mails, create easy-access
catalogs and search through the content of correspondence.
Unfortunately, often they do not have the time (or motivation) to record
the content of e-mail contacts in a common database, so that the history
and content of e-mails would be accessible to other users.
The business will inevitably suffer the costs due to outdated information
and lack of documented history of exchange between employees and customers.
A solution to this problem is to use an e-mail client integrated with
the company's ERP software and its databases.
The e-mail client present in Trawers is integrated with accumulated data
and associated with customer, contact and task management and bulk e-mail
sending functions. This means that received e-mail is always associated with
the right customer. We can view e-mail history directly from the Customer
Master file. All customer information is managed by one program and there is
less room for human error than in case of non-integrated solutions.
3. How to integrate e-mail with Trawers ERP
E-mail integration requires associating incoming and outgoing mail with data
accumulated in the data base.
Currently there are following types of associations:
1. E-mail <---> Customer
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E-mails are automatically associated with customers and suppliers,
employees, job applicants and users.
Association occurs thanks to the unique e-mail address of each contact
person. Identification of incoming e-mail is performed based on the
sender's address.
2. E-mail <---> Task in Task Manager
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E-mail can be associated with tasks in the program's Task Manager.
This enables tracking of correspondence in case of long-term projects
and tasks.
Identification of incoming e-mail is done through a reference code
assigned when the e-mail is sent.
E.g. after receiving e-mail with the subject: >Fix printing< we can create
a task. The program will assign the task with a unique number, e.g.
00032142. The number will be used in the subject of e-mail. The subject
will include the following code: [TR-00032142].
The reference code allows us to view all e-mails associated with the task
number 00032142.
4. Applications of the e-mail client
The e-mail client is used for:
* Sending single e-mails
* Sending serial e-mails
* Sending e-mails with attachments, e.g. pricelists, catalogs, item
pictures, offers, orders and sales invoices
* Receiving e-mails from clients and partners
* Serial sending of files, e.g. html documents
* Sending charts, reports and other documents
* Using autoresponder for automatic responses, e.g. refund claims can be
accepted or declined after checking them against database terms
* Monitoring of how e-mail is read:
* by specific persons
* in specific mailboxes (folders)
* Sending and receiving text messages in e-mail form through an SMS gateway