Composing and Sending Email

What it is and what it's for

Instead of leaving AdmCloud to write an email in your own mail client, you can compose and send it directly from the screen of the document or record you're working on. AdmCloud sends the email for you (using AdmCloud's own mail server, or your company's own SMTP server when you've configured one) and saves a copy of the send as a Mail-type Activity, later visible on the Activities tab of that customer, project or opportunity, along with who sent it, to whom and when.

This email window opens from many different places in the app — for example, the "Send by Email" button on an invoice or on an opportunity, or the "Send Email" button on the Activities tab of a customer, project, budget, item, payroll record or service request. Depending on where you open it from, it can show up in two ways:

• As a pop-up window in a new browser tab — for example, "Send by Email" on an invoice or on an opportunity — so you don't lose the screen you were working on.
• As a modal window on top of the current screen — the "Send Email" button on the Activities tab of a customer, project, budget, item, payroll record or service request. Next to that button there's an icon that opens the same form in a new tab, in case you'd rather use that.

If you close the modal window without sending the email (by clicking outside it, on the ✕, or with the Esc key), AdmCloud keeps what you'd typed — recipients, subject, body, attachments and the chosen template — so the next time you click "Send Email" on that same screen you'll find it just as you left it. The form only clears once the email is sent successfully.

Wherever it opens from, you see the same form and the email is saved and sent the same way.

How to use it, step by step

1. Open the send-email option from the document, customer, vendor, project, opportunity or request you're working on (for example, "Send by Email" on an invoice, or "Send Email" on the Activities tab).
2. Review or fill in the recipient. If the email was opened from a customer or vendor with an email on file, the "To" field is already filled in; you can add more recipients by picking them from the contact search or typing them directly, separated by semicolons.
3. Add CC or BCC if you need to, the same way: from the contact search or by typing the address directly.
4. Write the Subject and the message body, or pick an already-created Email Template from the dropdown: selecting one fills in the subject and body automatically. If the template is HTML type, the editor becomes read-only so its layout isn't broken.
5. Attach files with the upload button, if you need to send something extra (a PDF quote, an image, etc.).
6. Use the AI writing suggestions, if your company has them turned on: you can ask to rewrite the text in a more professional, friendlier or shorter tone, and, when writing from an Opportunity, generate an introduction, call-request or visit-request email outright.
7. Click "Send". AdmCloud saves the Mail-type Activity and sends the message right away; the email window or modal closes once the send is confirmed.

Main capabilities

• Send email with To, CC and BCC, picking contacts from a search box or typing addresses directly.
• Write the message body in a rich-text editor (bold, lists, images, etc.), just like a word processor.
• Fill in the subject and body automatically from an Email Template already set up for your company.
• Attach one or more files from your computer.
• Generate or improve the email text with artificial intelligence (professional tone, friendly tone, shorter, or a full draft built from an Opportunity's data), when the feature is turned on.
• Show the "Visible by Customer" checkbox on some origins (for example, Service Requests), so that email is also visible to the customer on the Customer Portal.
• Automatically log every sent email as an Activity, later searchable in the history of the related customer, project, opportunity or document.

Key fields

Validations when saving and sending

• The recipient is required. You can't send the email without at least one address in "To".
• The subject is required.
• The message body is required. You can't send an empty email.
• There's a minimum wait time between emails per user. If you send emails too quickly one after another, AdmCloud will ask you to wait a few seconds before letting you send the next one.
• You can't send email if your company is closed, blocked for an overdue balance, or is a trial (demo) account without an active subscription. In those cases the send is rejected with a message explaining why.
• An email that's already been sent can't be edited. Once logged as an Activity, the email stays fixed in the history; to correct something, send a new email.

Availability and permissions

• The email window itself is available on every AdmCloud plan, from Billing through Enterprise; it doesn't require turning on any separate module.
• It has no permission of its own: opening it only requires the permission you already have to view the document, customer, vendor, project, opportunity or request you're opening it from.
• The AI writing suggestions (the AI-rewrite buttons and, on Opportunities, generating the full email) only show up if your plan includes the AI assistant and, additionally, AdmCloud has the matching feature turned on for your company.
• The "Visible by Customer" checkbox only appears when the email is opened from screens that explicitly enable it (such as Service Requests); its effect depends on your company having the Customer Portal active.
• If your company configured its own mail server (custom SMTP), AdmCloud automatically uses it instead of AdmCloud's default mail server.

Tips and common mistakes