Email Screen

Updated on 13 May 2023

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The Email screen allows you to create and send an email or to view emails previously created in Aspire. It is available from the following locations:

The Aspire Tool Bar by selecting the New Email option.
Click an item in the list on the Email tab of the Invoice screen.
Click the New Email icon available for line items on the Receivables Search List screen.
From the Work Ticket screen, select (New Email) in the Work Ticket Activities section.
From the Activity Search List screen, select (New Email) from the New Activity drop-down menu.
From the Properties screen, select (New Email) in the Activities section of a Property details page.
Select (New Email) from the Opportunity screen in the Activities section of an Opportunity details page.

The following table describes the screen elements.

Screen Element	Description
To	This multi-select box allows you to choose individuals from the Aspire contacts to whom the email will be sent. Adding a contact to the To field on an email makes the email available in the Activities List on the Contact screen for that contact. The recipients in the To field can also be used to filter the Activities search list based on the Assigned to Contact field.
CC	This multi-select box allows you to choose individuals from the Aspire contacts who should be CCed on the email. Adding a contact to the CC field on an email makes the email available in the Activities List on the Contact screen for that contact. The recipients in the To field can also be used to filter the Activities search list based on the Assigned to Contact field.
Assign Contact to Unknown Email Address Icon	Suppose this icon appears next to the To or CC field. In that case, it indicates that the email was imported from the email system but that one or more of the email addresses did not match an email address for any contact within Aspire. This icon is only enabled if the email was imported by you, who is logged into the system. If the icon is enabled, clicking it navigates to the Select Unknown Email to Assign to Contact screen. Allowing you to either (1) assign the unknown email address to a contact record that does not already have an email address or (2) designate that the email address should be ignored in the future when not recognized.
Regarding	This combo box allows you to associate a property, opportunity, or work ticket with the issue. If they choose one, the issue will also be available from the More Activities icon on the appropriate Property, Opportunity, or Work Ticket screen. Once they have entered a value into this field, an icon is displayed identifying the type of entity they have chosen: Property, Opportunity, or Work Ticket. Additionally, a push-pin icon will appear. Clicking this icon displays a Google map pinpointing the location of the associated property. Clicking Save allows you to save a new value to the Regarding field for otherwise read-only emails. This is particularly useful for emails imported from Outlook.
Subject	Allows you to specify the subject of the email. They can type any text into the field. Additionally, Aspire allows you to insert expandable tokens that are replaced by appropriate values when they save the appointment. Note that the available tokens differ depending on whether they have selected a property, opportunity, or work ticket in the Regarding field. Expandable tokens are only available if a value has been provided in the Regarding field.
Attachments	This field displays a numeric hyperlink indicating the number of attachments in the email. Attachments are added using the Add Attachment icon or the Find Old Attachment icon. Clicking on the numeric hyperlink displays the Attachments screen, which lists the attachments and allows you to view them or rename them.
+ Upload Files	Clicking this displays the Upload Attachments screen, which immediately launches a file selection window allowing you to choose a document to attach. Once you have selected the document they wish to attach, information associated with the selected file will be displayed in the Upload Attachments screen. Clicking its Save icon completes the attachment selection, returning you to the Email screen and incrementing the Attachment hyperlink.
Search Existing Attachments	This allows you to attach any file that has previously been associated with properties, opportunities, other emails, or issues in the Aspire system. Clicking this icon displays the Select Attachment screen allowing you to select. When reading an email that is already sent, this icon is disabled.
Message	RTF field that allows you to provide a formatted message that constitutes the body of the email. Additionally, Aspire allows you to insert expandable tokens that are replaced by appropriate values when they send the email. Note that the available tokens differ depending on whether they have selected a property, opportunity, or work ticket in the Regarding field. Expandable tokens are only available if a value has been provided in the Regarding field. When reading an email that is already sent, this icon is read-only.
Cancel	Clicking this leaves the Appointment screen without saving any changes.
Send	Clicking this saves any changes and sends the email.

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