Email Functionalities in Rent Contracts

Both rent contracts and other rent documents can be send via email. TRASER Rental 365 offers several useful setup options for this purpose.

This chapter is divided into the following sections:

• Assigning Email Scenarios
• Adding Email Setups to Contacts
• Opening Email Setups in Rent Contracts
• Sending Rent Documents by Email
• Sending Emails as Batch
• Sending Rent End Registrations or Rent Breaks Collectively in One Email

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 TRASER Rental 365 which include an email feature.
To assign an email scenario to an email account, please 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 on 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 which you wish to assign to the email.
• 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 said 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.

To do so, please proceed as follows:

• Use the quick search (ALT+Q) to find the Contacts page.
• The page Contacts is displayed.
• Select a contact of the Company type or create a new contact.
• Click on 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 email address of the sender email to be used for this email scenario into the Email field. You can also choose from the emails deposited in the contact card by clicking on the three dots.
• Your entries are saved automatically.

You have successfully added email settings to a contact.

Opening Email Setups in Rent Contracts

You can open and edit email setups previously added to contacts in rent contracts. This way, you can manage the sender email address depending on the document type.

• Click on 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. If you have already added a contact to the rent contract, you can also select an email address from the contact card by clicking on the three dots.
• Your entries are saved automatically.

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

Sending Rent Documents via 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, please proceed as follows:

• 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 Emails as Batch

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 setup and send batch emails, please 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 significant description for the batch.
• In the Email Template column, select from the dropdown list the desired template which should be used for the emails. For more information on creating email templates, click here.
• Select in the Date Field column to which date in the rent document the batch processing should refer to. 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. Estimated Contract End Date and Quote Valid To Date. The column can also be left empty.
• 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 an email should be sent.
• The Filter View column is automatically filled by the system once you have created a filter view for this batch.
• Subsequently, select the checkbox in the Active column if you want to activate and use the batch.

To create a filter view, please 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 filter.
• To apply the filter, comfirm with OK.

To execute the batch, please 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 dialogue window is displayed which 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 rend end dates for all lines or for lines, which have not been sent via email yet.

To do so, please 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 on Print/Send > Email Rent Break... or Email Rent End... in the menu bar.
• Select Send Email for all Lines in the dialog window to send an email for all lines or select Send Email for lines not sent via Email previously to send an email for all lines which 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.