Emails

Overview #

The Emails module allows users to create, save, send, view, and forward standalone emails directly within ConMan.

Emails are not automatically linked to projects or transactions (they are created as independent records). You can attach one file per email (most commonly PDFs).

All emails are stored securely in the system with two main statuses:

• Draft – still being prepared or saved for later
• Sent – already delivered

The module supports both English and Thai interfaces (language switches automatically based on your settings). Sent emails become read-only for integrity, while drafts remain fully editable until sent.

---

Getting Started #

Accessing the Emails Module #

1. Log in to ConMan with your user account.
2. From the main menu or dashboard, select Emails (or the Thai equivalent: อีเมล).
3. The main email list screen will open.

Interface Layout – Main List Screen #

• Top filter buttons: Draft / Sent (choose which emails to display)
• Toolbar buttons:
  • New – create a new draft email
  • Open – view or edit the selected email
  • Menu – additional layout options
• Grid / table area – shows your emails with these main columns:
  • Status icon (draft or sent)
  • Recipient(s)
  • CC / BCC (if used)
  • Subject
  • Attachment indicator
  • Created date
  • Sent date (only for sent emails)
  • User who created it

---

Key Features and How to Use Them #

Emails Table – Main List #

Columns Overview #

Column	Description	Visible by default	Notes
Status	Draft or Sent (shown as icon)	Yes	Color/icon coded
Recipient	Main email address(es)	Yes	Multiple addresses shown
CC	Carbon copy recipients	Yes	Hidden if empty
BCC	Blind carbon copy recipients	Yes	Hidden if empty
Subject	Email title	Yes	Main sorting/search field
Attachments	Name of attached file (if any)	No	Usually shows PDF filename
Created At	When the email was first saved	No	Timestamp
Sent At	When the email was actually sent	No	Only appears for sent emails
User	Who created the email	No	Your username

How to Use the Emails List #

1. View emails
   • Select Draft or Sent at the top to filter the list.
   • Use the search box (top-right of grid) to find emails by subject, recipient, etc.
2. Create a new email
   • Click New.
   • A blank email editor opens automatically.
3. Open / edit an email
   • Double-click any row, or select a row and click Open.
   • Drafts open for editing; sent emails open in read-only view.
4. Delete an email
   • Right-click a draft email → choose Delete.
   • Confirm the action.
   • (Sent emails cannot be deleted this way.)
5. Customize the list appearance
   • Click Menu → Save Grid Layout to remember column order, widths, and visibility.
   • Use Restore Grid Layout to return to default view.

Email Editor – Writing & Sending #

Main Fields #

Field	Purpose	Required?	Notes
To	Main recipient(s)	Yes	Type or select from company contacts
CC	Additional visible recipients	No	Can be hidden via Actions menu
BCC	Hidden recipients	No	Can be hidden
From	Your sender address	Yes	Usually auto-filled from your profile
Reply To	Address for replies (if different)	No	Can be hidden
Subject	Email title	Recommended	Appears in list and recipient inbox
Attachment	One file (PDF recommended)	No	Click paperclip to add / × to remove
Message body	Main content of the email	Recommended	Plain text or simple formatting

How to Create & Send an Email #

1. Click New (or open an existing draft).
2. Fill in To, Subject, and message body.
3. (Optional) Add CC/BCC, change Reply To, or attach a file:
   • Click the paperclip icon → select file → file name appears.
   • To remove: click the small × button.
4. Click Save to keep as draft (can return later).
5. When ready → click Send.
   • The system delivers the email and attachment.
   • Status changes to Sent and fields become locked.

How to Forward a Sent Email #

1. Open any Sent email.
2. Click Actions → Forward Email.
3. A new draft is created with the same content & attachment.
4. Edit as needed (change recipients, add notes, etc.).
5. Click Send to forward.

How to Customize the Editor View #

1. Click Actions.
2. Toggle visibility of CC, BCC, From, Reply To fields.
3. Click Save Layout to remember your preference.
4. Use Restore Layout to show all fields again.

---

Tips and Best Practices #

• Always double-check the To field before sending — mistakes cannot be undone.
• Use Save frequently when writing long emails.
• Attach only one file per email (PDF format is most reliable).
• Keep subjects clear and short — helps recipients identify important messages.
• Use the Forward feature instead of copy-pasting old emails — it preserves formatting and attachments.

---

Troubleshooting #

• Send button does nothing → Check that To and Subject are filled. Make sure your internet connection is active.
• Attachment not appearing → Only one file is supported. Try removing and re-adding it.
• Cannot edit a sent email → Normal behavior — sent emails are locked for record-keeping. Use Forward to create a new editable copy.
• CC/BCC/From fields disappeared → You (or someone) hid them. Click Actions → turn them back on → Save Layout.
• List looks wrong / columns missing → Click Menu → Restore Grid Layout.

---

Glossary #

• Draft — An email that has been saved but not yet sent. Fully editable.
• Sent — An email that has been delivered. Becomes read-only.
• Forward — Creates a new draft copy of a sent email for re-sending (with modifications).
• Attachment — One file added to the email (normally PDF).
• Token selection — Smart address field that suggests company contacts as you type.