Introduction

The CRM-Email is integrated into TomatoCart under the admin>Customers>Customer Emails section, with which store owners can manage all emails sent to their email accounts. Beside what you can do with common mailboxes, such as Check, Compose, Delete, Reply, Transfer emails, etc, you may also discover whether the sender is a registered member of your store. For the sender and registered member, you will see his Customer Information and Order History.

Customer Emails

Figure 1 shows the Customer Emails listing page under the admin>Customers>Customer Emails section.

There are five buttons in the tool bar, performing different functions.

1. Check Email is used to receive real-time emails from the email accounts which have been set up in this Email section.
2. Compose is used to write a new email and send it out.
3. Delete an email after selecting it.
4. Accounts is used to set up email accounts in this section. The store owner can have more than one email accounts set up. So that they may manage emails from all their email boxes in ONE section.
5. Contact Info comprises customer information and order information, which will display in the right block once Contact Info is selected.

• Create/Edit Your New Email Account

1. Click Account as in Figure 1, and then the Account pop-up window will present itself as Figure 2 shows.
2. Click Add in Figure 2, and then New Email Account wizard window will be displayed.

Figure 3 New E-mail Account>Properties tab listing page


3. On the New E-mail Account>Properties tab page as Figure 3 shows, enter your information as follows:
   Name: presents in the “From” field in any emails.
   Email: presents in the "From" field in any emails.
   Signature: presents in the email content when you write an email (as Figure 8 shows) and it can be seen for recipients.
   Note: The values in the Name and Email fields are the same as that of the My Store section in Configuration.



Figure 4 New E-mail Account>Incoming Mail tab listing page


4. On the New E-mail Account>Incoming Mail tab page as Figure 4 shows, define your information as follows:
   Host: The domain name of your email account server.
   Username: The email address.
   Password: The email account password.
   For your server type, select POP-3 or IMAP. Whether POP-3 or IMAP, the Port is used to connect the host server, which is automatically generated depending on the respective mail server.
   Select the check box to save a copy of message on server, only for POP-3 Type.
   Use SSL: Not all email server supports SSL validation. If the host server you entered above supports the SSL validation, you can select the checkbox, otherwise you can not.
   Checking of "Don’t validate certificate" is optional.
   Note:
   If IMAP is selected, extra three fields below is available to you. On the basis of IMAP Type, the system will automatically search for all folders in the email server according to port number and the information entered above. Then the system checks the entered information accurate, it will upload what has found into the pull-down menu in each Folder field. You only have to choose a proper folder as in Figure 5.
   
   

   Figure 5 MAP Type listing page
   Sent Items Folder refers to the selected folder for saving the sent items.
   Trash Folder refers to the selected folder for saving emails you have deleted in other folders.
   Draft Folder refers to the selected folder for saving the new or edited emails you do not want to send out at once. You can save it and send it out next time.

Figure 6 New E-mail Account>Outgoing Mail listing page


5. On the New E-mail Account>Outgoing Mail tab page as Figure 6 shows, set outgoing mail.
   On how to set outgoing mail please refer to Incoming Mail tab.
   Note: if checking Send email with system mailer, the following information is not available and you will send out emails with the email account configured in the initial installation.
6. Select OK or Apply to complete the creation.

• View emails

Figure 7 shows the Email (Having Email Accounts) listing page under the admin>Customers>Email section.

The email page is divided into five blocks: left, center up, center down, right up and right down.

The Left shows Mail Folders in a category tree. The root directory name is the email names you have created. For each account there are five system folders: Inbox, Sent items, Drafts, Spam and Trash. By right-clicking each system folder you can set subfolders into it. As for the created folders, you can add, delete and empty them by right click, but as for the system folder, you cannot delete them. If one folder shows in boldface, it suggests the folder contain unread or unsettled emails and the number in parentheses next to it means the quantity of those emails.

Select the folder item in the Left and you can view all emails in it in the center up where you can see the sender, the subject and the date for each email. The emails in boldface are unread. Select one email, you may reply, forward, delete and print in the bottom down field (if more emails are selected, Reply all can be used). Additionally, you can doubleclick the email to view or settle it in a new popup window. If you right click an email account you can Open it in a new popup window to settle and mark it either read or unread.

Select one email and click Contact Info, the system will automatically search for information about this email in the store and the search results display in the Right, if there are. The right up shows the information of the email sender has made and the right down shows the orders he or she has made. Click “+” to view the concrete information of the order.

• Compose an Email

Figure 8 shows the Compose Email listing page under the admin>Customers>Email>Compose Email section.

1. Send
   When you finish an email, click the button to send the email.


2. Save Draft
   If your email has not completed currently or you will not send it right now, you may save the current draft email in order that you can send it later.


3. Extra Options
   Check and you will receive an autorespond from customers.
   When you send the email, you can set its priority, using a vague criterion of High, Normal or Low.


4. Show
   Check the boxes under Show to display the fields, Sender, CCField and BCCField.
   If Sender is selected, it will present From.
   If CCField is selected, it will present Cc (Carbon Copy), which means those email accounts to be entered, separated by commas will receive the email too, and the receiver can see to whom the sender also send the email copy.
   If BCCField is selected, it will present Bcc (Blind Carbon Copy), which means those email accounts separated by commas will receive the email, but the receiver cannot see to whom the sender also send the email copy.


5. Attachments
   Add attachments for the email to be sent as Figure 9 shows.
   
   

   Figure 9 Attachment listing page
   To cancel one attachment, click Delete in its row. The items listed here will present in the Attachments field in Figure 8.


6. From
   Choose an account to send the email. Whatever account you selected from the pull-down menu will present in the "From" field in any emails.
7. Send To
   Enter a correct email account you want to send to.


8. Subject
   The theme of the email's content.


9. Attachment
   All attachments in the email.

Tips: Write the email body in the text field, where lots of tools are available to you for typesetting.

NOTE: When you click Compose, the system will first of all check whether an account is already exists. If not, the system will suggest you creating an account.

• Quick Create

This improved function of the CRM E-mail module will be activated when the users check an E-mail. Quick Creat makes it possible for the users to create an order /account/product as they need, instead of navigating to the corresponding module.

Figure 10 shows the dropdown of Quick Create.

Click a specific button, to quick create one corresponding information. The operation is the same as you do in concrete modules.

• Search an Email by Subject or Sender
• Hide/Display columns

Unfamiliar with operations, or functions of a button? See Common Button Operations.