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Email Functionalities in Rent Contracts

Both rent contracts and other rent documents can be sent by email. Aptean Rental offers several useful setup options for this purpose.

Note

For setting up the email functionalities, proceed as described in the Email Setup chapter.

This chapter is divided into the following sections:

Assigning Email Scenarios

You can assign different email scenarios to an email account set up by you. Depending on the scenario, the sender can be different when sending different emails.
Email scenarios are areas in Aptean Rental which include an email feature.
To assign an email scenario to an email account, proceed as follows:

  • Use the quick search (ALT+Q) to find the Email Scenario Assignment page.
  • The Email Scenario Assignment page is displayed.
  • Select the desired email account.
  • Click Assign Scenarios in the menu bar.
  • The Assign Scenarios to Account (selected Email Account) page is shown.
  • Select the desired email scenarios from the list that you want to assign to the email account.
  • Click OK to confirm your selection.
  • The assigned email scenario is shown below the email account.

You have successfully assigned an email scenario to an email account.

Adding Email Setups to Contacts

You can already add the sender email address to the contact which will then be used to send the respective document. If this contact is then used in a rent contract or sub-rent contract, the deposited email addresses and settings will automatically be transferred to the rent contract or sub-rent contract.

Note

This feature is only available to contacts of the Company type.

To do so, proceed as follows:

  • Use the quick search (ALT+Q) to find the Contacts page.
  • The Contacts page is displayed.
  • Select a contact of the Company type or create a new contact.
  • Click Contact > Email Setup Rent Documents in the menu bar of the Contact Card.
  • The Contact Rent Email Setup page is displayed.
  • Select the desired email scenario in the Type field.
  • Enter the sender email address to be used for this email scenario in the Email field.

Tip

You can also click the three dots in the Email field and select an email address stored in the contact card.

  • Your entries are saved automatically.

You have successfully added email settings to a contact.

Opening Email Setups in Rent Contracts

In rent contracts, you can open and edit email setups that have previously been added to contacts. This way, you can manage the sender email address depending on the document type.
To open an email setup in a rent contract, proceed as follows:

  • Open the desired rent contract.
  • Click Contact > Email Addresses in the menu bar of the rent contract.
  • The Contract Emails page is displayed.
  • Select the email scenarios to apply to this email in the Type field.
  • Enter the desired sender email address in the Email field.

Tip

If you have already added a contact to the rent contract, you can also click the three dots in the Email field and select an email address from the contact card.

  • Your entries are saved automatically.

For more information on adding email settings to contacts, click here.

Sending Rent Documents by Email

The condition for sending rent documents via email is an existing email template for this document type. To send a rent document via email, proceed as follows:

Note

Emails are primarily sent to the email address stored in the rent document under the General FastTab. If there is no stored email address, the emails are sent to the email address that is stored for the customer.

  • Open the desired rent document that you want to send via email.
  • Select Print/Send > Email... from the menu bar.
  • The email is sent automatically to the email address stored in the rent document according to the stored email template.

Sending Batch Emails

If rent documents are about to expire, several emails, e.g., reminders, can be sent to several customers at once by using a set filter. To set up and send batch emails, proceed as follows:

  • Use the quick search (ALT+Q) to find the Batch Email Setup List page.
  • The Batch Email Setup List page is displayed.
  • Use the Code column to enter a clear name for the batch.
  • In the Description column, enter a meaningful description for the batch.
  • In the Email Template column, select the email template to be used for the emails from the dropdown list.
  • Optional In the Date Field column, select the date in the rent document to which the batch processing refers. You can choose from the options Contract Start Date, Start Date Add. Contract, Requested Rent Period Start Date, Estimated Contract End Date and Quote Valid To Date.
  • In the Start Period Formula column, enter the earliest period (e.g., 1W = 1 week) from which an email should be sent.
  • In the End Period Formula column, enter the latest period (e.g., 1W = 1 week) until which an email is sent.
  • The Filter View column is automatically filled by the system once you have created a filter view for this batch.
  • Select the checkbox in the Active column to activate the batch.

To create a filter view, proceed as follows:

  • Mark a batch that is not activated or deactivate a batch.
  • Select Create Filter View from the menu bar.
  • The Contract Batch Email window opens. Here you can further limit the rent documents to be processed by using several filters.
  • To apply the filter, confirm with OK.

To execute the batch, proceed as follows:

  • Mark an activated batch from the list.
  • Select Run Batch from the menu bar.
  • The Contract Batch Email window opens. Here you can further adjust the pre-set filter and therefore further limit or expand the rent documents to be processed.
  • Confirm with OK.
  • The batch processing starts. Subsequently, a dialog is displayed that shows how many emails have been sent in total in this batch.

Sending Rent End Registrations or Rent Breaks Collectively in One Email

You can also collectively send an email regarding a rent break or the rent end dates for all lines or for lines that have not been sent by email yet.

To do so, proceed as follows:

  • Use the quick search (ALT+Q) to find the Rent Contracts page.
  • The Rent Contracts page is displayed.
  • Open the desired rent contract.
  • Click Print/Send > Email Rent Break... or Email Rent End... in the menu bar.
  • In the dialog, select one of the following options:
    • Send Email for all Lines: sends an email for all lines.
    • Send Email for lines not sent via Email previously: sends an email for all lines that have not been sent yet.
  • Click OK to confirm your selection.

You have successfully sent a collective email for rent breaks or rent end dates.