# 5 Personal communication tools # 5 Personal communication tools The main purpose of a CRM system is management of customer relationships, in regard to which communication tools take on a role of critical importance. vtenext offers different kinds of tools to manage communication towards customers (existing or potential) and towards your work team, distinguishing between personal communications and marketing communications. This chapter describes the tools used for personal communications: - **Messages Module Email Template** - **Talks Module** - **Notifications Module** - **Notes Module** - **Documents Module** In particular the Messages that allow the transmission of individual emails or emails to a limited number of recipients in which each message is linked to the recipient's record. # 5.1 Outbound mail configuration (SMTP) To activate the transmission of emails from CRM, fill in the SMTP server data in Settings > Mail server > Simple Mail Transfer Protocol (SMTP). [![5.1 [1].png](https://usermanual.vtenext.com/uploads/images/gallery/2022-06/scaled-1680-/5-1-1.png)](https://usermanual.vtenext.com/uploads/images/gallery/2022-06/5-1-1.png)
**Account** | choose the server type from among the ones on the list; if your mail server type is not included choose CUSTOM. Warning! If you use Gmail may not be possible to send email from addresses other than the one shown in this page. |
**Server Name** | mail server address for SMTP access |
**Port** | indicate the port; the system proposes the default port |
**User Name** | indicate the account to log on to the mail server; usually the same as the complete email address. **Attention:** for a proper configuration, the username ( mail address), must match with the mail address of the admin user. For this reason it should be modified ( eventually just for the initial configuration) , the email address with the one set in the admin Preference. |
**Password** | access password associated with the account |
**Requires Authentication** | Yes/No |
**Name** | choose the account type from among proposed types or choose Custom |
**Server** | mail server address for IMAP access |
**Port** | SSL/TLS if present |
**Domain** | specify the domain, for example company.com |
**Signature** | selecting "Custom" makes it possible to enter text, images, and links as a personal signature at the foot of email messages, while selecting "Company Name" (Acme, in the example) allows the signature configured in settings to be used. This new function is called "[Centralized signature](https://usermanual.vtenext.com/books/user-manual-vtenext-2101/page/5211-set-centralized-signature)" |
**Layout** | it allows to set the email layout choosing between the following configurations: \- show previw description in message list; \- enable thread view; \- merge account folders. |
**Filters** | it allows to create rules to move mail within folders of the selected account |
**POP3** | it allows to manage mail coming from pop3 mailbox directly within the account created. |
**Out of office** | it allows to apply rules to send automatically email. |
**Name** | Choose the Custom option |
**Server** | IMAP: imaps.pec.aruba.it SMTP:smtps.pec.aruba.it |
**Port** | IMAP: 993 SMTP: 587 SSL/TLS if present |
**Name** | Choose the Custom option |
**Server** | IMAP: mbox.cert.legalmail.it SMTP: sendm.cert.legalmail.it |
**Port** | IMAP: 993 SMTP: 465 SSL/TLS if present |
**To** | The recipient email address must be entered; you can write the email address or select it from the list (Leads, Accounts, Contacts, Vendors and Users) |
**CC** | Carbon Copy: you can enter the address of recipients who are to receive a copy of the email |
**Add BCC** | The copy to email addresses added with BCC will not be visible to the other recipients |
**Subject** | The subject of your email |
**Attachments** | You can add attachments to the email by means of the Add file function or by dragging the file to the drop area **N.B.** when an email is sent from a detail view of a Document (from within the registry, click on the related of the Messages and then click on New Message), any attachments of that email are linked in the Documents related to that same registry |
**Send method** | Single: send a single mail with all visible recipients in the “to” field Multiple: send a separate email to each recipient in the “to” field, without showing the recipients’ names or email addresses |
**Select email Template** | Select one of the available templates saved in Settings > Email templates |
**Send** | Sends the email |
**Save draft** | Forces a save of your draft (also occurs automatically) |
**1° column:** | **2° column:** | **3° column:** |
Email list, or | Sender’s data | Operations and links available for the email |
Folders list by clicking on the Folders button, or | Body of the email | |
Accounts list, clicking on the Mailboxes button (shown only if more than one account is configured) | Attachments |
[![invia_ora.png](https://usermanual.vtenext.com/uploads/images/gallery/2020-05-May/scaled-840-0/invia_ora.png)](https://usermanual.vtenext.com/uploads/images/gallery/2020-05-May/invia_ora.png) | **Send now:** send the programmed email immediately |
[![riprogramma_invio.png](https://usermanual.vtenext.com/uploads/images/gallery/2020-05-May/scaled-840-0/riprogramma_invio.png)](https://usermanual.vtenext.com/uploads/images/gallery/2020-05-May/riprogramma_invio.png) | **Scheduled sending:** reschedule the previously set sending |
[![elimina_programmazione_invio.png](https://usermanual.vtenext.com/uploads/images/gallery/2020-05-May/scaled-840-0/elimina_programmazione_invio.png)](https://usermanual.vtenext.com/uploads/images/gallery/2020-05-May/elimina_programmazione_invio.png) | **Delete:** delete the programmed email permanently |
[![Compose Button.png](https://usermanual.vtenext.com/uploads/images/gallery/2021-12/scaled-1680-/compose-button.png)](https://usermanual.vtenext.com/uploads/images/gallery/2021-12/compose-button.png) | Compose a new email. |
[![Update Button.png](https://usermanual.vtenext.com/uploads/images/gallery/2021-12/scaled-1680-/update-button.png)](https://usermanual.vtenext.com/uploads/images/gallery/2021-12/update-button.png) | Download emails from the email server |
[![image-1638891885150.png](https://usermanual.vtenext.com/uploads/images/gallery/2021-12-Dec/scaled-840-0/image-1638891885150.png)](https://usermanual.vtenext.com/uploads/images/gallery/2021-12-Dec/image-1638891885150.png) | Messages module settings (user's personal settings) |
![](https://usermanual.vtenext.com/uploads/images/gallery/2021-12-Dec/scaled-840-0/image-1638894852003.png) | Mark message as read/unread |
[![image-1638893786732.png](https://usermanual.vtenext.com/uploads/images/gallery/2021-12-Dec/scaled-840-0/image-1638893786732.png)](https://usermanual.vtenext.com/uploads/images/gallery/2021-12-Dec/image-1638893786732.png) | Mark message as important |
![](https://usermanual.vtenext.com/uploads/images/gallery/2021-12-Dec/scaled-840-0/image-1638894887037.png) | Move email to another folder |
![](https://usermanual.vtenext.com/uploads/images/gallery/2021-12-Dec/scaled-840-0/image-1638894900616.png) | Mark as spam (the email is moved to the Spam Folder) |
[![image-1638894541297.png](https://usermanual.vtenext.com/uploads/images/gallery/2021-12-Dec/scaled-840-0/image-1638894541297.png)](https://usermanual.vtenext.com/uploads/images/gallery/2021-12-Dec/image-1638894541297.png) | Delete email (the email is moved to the bin) |
[![Email Functions_.png](https://usermanual.vtenext.com/uploads/images/gallery/2022-01/scaled-1680-/email-functions.png)](https://usermanual.vtenext.com/uploads/images/gallery/2022-01/email-functions.png) | [![Email Functions_2.png](https://usermanual.vtenext.com/uploads/images/gallery/2022-01/scaled-1680-/email-functions-2.png)](https://usermanual.vtenext.com/uploads/images/gallery/2022-01/email-functions-2.png) Search in emails (simple and advanced) |
**Create Event/to-dos** | Create calendar activity from the email |
**Link** | Link the email to an object in vtenext |
**Translate** | Open Google Translate for instant translation of the body of the email |
**Download attachments** | Download a single zip file containing the attachments, if more than one |
![](https://usermanual.vtenext.com/uploads/images/gallery/2021-12-Dec/scaled-840-0/image-1638895195763.png) | Download attachment |
![](https://usermanual.vtenext.com/uploads/images/gallery/2021-12-Dec/scaled-840-0/image-1638895529334.png) | File attachment as a CRM document / View document tab |
![](https://usermanual.vtenext.com/uploads/images/gallery/2021-12-Dec/scaled-840-0/image-1638895553775.png) | Link document to an object in vtenext |
![](https://usermanual.vtenext.com/uploads/images/gallery/2021-12-Dec/scaled-840-0/image-1638895582910.png) | Open attachment preview (supported extensions: odt, pdf and common image formats) |
**Name** | Template name |
**Description** | Template description (optional) |
**Folder** | Public: the template is available to all Personal users: only the template is available only to admin users |
**Type** | Email: templates available for emails (Messages Module) Newsletter: templates available for the Newsletters module |
**Subject** | Email subject |
**Message** | Body of the email |
**All** | All the active conversations, read and unread, presents in the crm that involve the user |
**Channel** | Is possible to create group to talk with the collegues, for examples of the same department |
**Direct** | Conversations where is involved the user which is logged in |
**Pinned** | Is possible to pin a conversation, that is tick as important to maintain in this area to reach them easily |
**Ping** | Allows to ping a conversation, which is a request for a response to the people involved in that conversation (when is pressed the button will be displayed the word "Ping") [![Ping_conversazione_VTENEXT-21-09.png](https://usermanual.vtenext.com/uploads/images/gallery/2021-10-Oct/scaled-840-0/Ping_conversazione_VTENEXT-21-09.png)](https://usermanual.vtenext.com/uploads/images/gallery/2021-10-Oct/Ping_conversazione_VTENEXT-21-09.png) |
**Create or link** | Is possible to create or link a module to the current conversation [![5_4-Conversation-module_9.png](https://usermanual.vtenext.com/uploads/images/gallery/2021-10-Oct/scaled-840-0/5_4-Conversation-module_9.png)](https://usermanual.vtenext.com/uploads/images/gallery/2021-10-Oct/5_4-Conversation-module_9.png) |
**Send file** | Is possible to send file that will be linked only with the current conversation [![5_4-Conversation-module_5.png](https://usermanual.vtenext.com/uploads/images/gallery/2021-10-Oct/scaled-840-0/5_4-Conversation-module_5.png)](https://usermanual.vtenext.com/uploads/images/gallery/2021-10-Oct/5_4-Conversation-module_5.png) |
[![notifica_messaggio_vtenext.png](https://usermanual.vtenext.com/uploads/images/gallery/2019-10-Oct/scaled-840-0/notifica_messaggio_vtenext.png)](https://usermanual.vtenext.com/uploads/images/gallery/2019-10-Oct/notifica_messaggio_vtenext.png) | [![notifica_conversazione_vtenext.png](https://usermanual.vtenext.com/uploads/images/gallery/2019-10-Oct/scaled-840-0/notifica_conversazione_vtenext.png)](https://usermanual.vtenext.com/uploads/images/gallery/2019-10-Oct/notifica_conversazione_vtenext.png) |