Electronic Service Control has plenty of features that revolve around the ability to email, such as emailing invoices and quotes, Status Notifications and mass communication with customers. But before you can take advantage of these features, you'll need to connect ESC to your outgoing mail server, also known as your SMTP Server.
To enter your settings, head to Company → System Setup and click on the Email tab. The first field in this tab will be the Email Provider drop down menu. If you are using one of the major public providers - GMail, AOL or Yahoo - select that provider from the menu and your settings will automatically be filled in for you.
If you are not using one of these providers, select the Custom option and you will be allowed to fill in your own settings. If you are not sure what your settings are, you'll want to contact your provider. If you are using a public provider not listed in the menu, check here to see if your provider's settings are listed.
If you are using a private provider, or are hosting your own outgoing email server, you will need to contact your provider or IT company directly to request your settings.
If you are using a Microsoft Exchange Server, check here for instructions on setting up ESC to communicate with Exchange.
Once you have filled in the settings on the General tab of the Email screen in System Setup, you'll want to switch over to the Addresses tab.
The Addresses tab will have three separate sections to represent the three main areas of ESC in which email is used to communicate with the outside: Invoice Forms, Purchase Order Forms and Status Notifications. Each will need to be filled in with a Display Name and Return Address. The Display Name is the name that the appears as the 'sender' of the email when it arrives in the recipient's inbox. The Return Address is the address it will appear to have been sent by, so if the recipient hits Reply, it will be sent to the Return Address entered here.
Note: Many current email providers will block or mark as spam any email that is received with a Return Address that is different than the actual sender's address (the email address entered on the General tab). So if customers are having a hard time receiving your email messages, try setting the Return Address fields to the same address as the one entered on the General tab of your email settings (Login User).
Now that you have your outgoing mail server settings and your return addresses entered, you'll want to send a test email to make sure everything is working properly.
Switch to the Test sub-tab and click the Send Test Email button. An email will be sent to the Return Address listed under the Invoice Forms section using the outgoing email settings entered under the General tab.
Congratulations! You're ready to start sending emails from ESC! This unlocks a wide range of capabilities for you with ESC. Want to know what ESC can do now? Check out these articles:
- Emailing Invoices and Quotes
- Emailing Technicians
- Emailing Purchase Orders
- Emailing Customers
- Mass Communications through Email
- Status Notifications