The IMPACT! email function allows users to send emails in a seamless fashion directly from the FX workcard. Emails can be created in a few clicks to one or
multiple recipients including internal IMPACT! users, Forwarding Attorneys and Companies and even to any email address all driven by security at the user ID
level. This offering automatically harvests information typically needed in the email subject which varies depending on the type of recipient selected. Also, this
application presents the options to the user in an intuitive way displaying only entities that have an email address in file and displaying the information in an
Before the email application can be used, there is some preliminary configuration that needs to be defined as follows:
• System Parameters: The SMTP and POP email servers need to be defined.
• UserID: Permissions need to be defined for the various levels of email access.
• Forwarding Companies: Email addresses need to be defined for Contacts under the Forwarding Attorney/Company (Tables – Forwarding Tables –
Forwarding Attorney/Company Table). Only those Contacts with an email address in file will be displayed in the Email utility given the appropriate
At the System Parameters level (Tables – Company Tables – System Parameters, under the JavaMail tab, the following settings need to be defined. Consult
with your internal IT Department for the configuration the following email server attributes applicable in your specific case:
• SMTP Server
• SMTP Authorized User
• SMTP Password
• POP3 Mail Server
• SMTP Mail Server
At the User ID level (Tables – Company Tables – UserID Table) the following permissions need to be defined for “Email Access” drop-down selector:
1. None: User has no permissions to use the email application.
2. User ID Table: User has permissions to send emails only to internal users with an email address in file. This option prevents the user from updating
the auto-populated “Subject” line.
3. Fwd Attorney Contacts: User has permissions to send emails only to Forwarding Attorneys and Companies with contacts that contain an email
address in file. This option prevents the user from updating the autopopulated “Subject” line.
4. User ID and Fwd Attorney: User has permissions to send emails to both internal users and to Forwarding Companies and Attorneys that contain an
email address in file. This option prevents the user from updating the auto-populated “Subject” line.
5. Unrestricted: User has permissions to send emails to all entities including any email address. This option allows the user to edit the auto-populated
If the user is configured with permissions to send email, the email address field needs to be populated as well.
The Email utility allows the user to send outbound email correspondence to Contacts within the Forwarding Attorney/Company table provided there is an email
address in file.
Email Application – FX Agent Work Screen (Workcard)
From the FX workcard, the email application is called by clicking on the button in the Menu Ribbon.
The Send Email application displays the following window:
• Sent From: The system will harvest the email address in file for the user currently logged to the account and append it as the sender’s email address.
This field cannot be edited regardless of permissions.
• Send To: Internal: This option displays only if the user has been provided with permissions to send emails to internal users (Option 2 – UserID Table).
• Send To: Fwd Company/Atty: This option displays only if:
o There is a Forwarding Attorney/Company attached to the current account, and
o The user has been provided with permissions to send emails to Fwd Comp/Atty (Option 3 – Fwd Comp/Atty, Option 4 - Fwd Comp/Atty and
User ID or Option 5 – Unrestricted)
Note: The email address of the selected recipient will display in the “Sent To” box as follows:
The Send To box cannot be updated or appended with an email address unless the current user has been configured with a security Option – 5
“Unrestricted” access under the UserID.
• Subject: The subject is auto-populated based on the recipient selection as follows:
o Internal: the system appends the current debtor number (dbt_no), client code (dbt_client) for the current account and debtor name
o Fwd Comp/Atty: the system appends the current debtor number (dbt_no) and the Attorney File Number from the current Fwd
Atty/Company in file.
Note: The Subject line is read-only unless the security has been defined as Option 5 – ‘Unrestricted” under the UserID table.
• Message: Area to type and format the message.
Selecting an Internal Contact
Expanding the Internal group will expose all internal IMPACT! users with permissions to send email and with an email address in file. Select one or
multiple contacts to send the email to. The system will append the email address in file for each contact in the Recipient’s box.
Selecting a Fwd Comp/Atty will display any contacts with an email address in file. The system appends the following in the Subject area of the message:
Selecting a Forwarding Company/Attorney
Expanding the Fwd Comp/Atty group will expose all Forwarding Company and Attorney contacts with an email address in file. Select one or multiple
contacts to send the email to. The system will append the email address in file for each contact in the Recipient’s box.
Once the recipients have been selected, proceed to draft the email by using the Message Area and the formatting tools available, as follows:
Cut – Copy – Paste – Align Left / Center / Right – Justify – Indent Out & In – Bullets – Numbering - Foreground & Background Color
Paragraph Style – Font – Font Size – Bold – Italics – Underline – Spellcheck
Once the text of the email has been completed, click on the button to send the email. The following confirmation message will be displayed.
See a instructional video here: