January 8, 2019
Tango PDF creation and email configuration.
Tango is able to:
- Convert any report or form letter to PDF format.
- Send a form letter (or group of form letters) via email.
- Send customer statements via email.
If your version of MS-Word is earlier than "Word 2010", you need to install a utility to convert form letters to PDF. Tango will use either of the following utilities to do the conversion:
- PDFCreator https://www.pdfforge.org/pdfcreator, or
- PDFConver https://www.pdfconvertonline.com/download.html
If you already have MS-Word 2010 or later, you do not need to install these utilities.
1. Configure Email Templates.
All email correspondence in Tango involves sending an attached PDF document. The PDF document is either a form letter, or a customer statement. The body of the email and subject line contain generic information about the attachment.
Email Templates allow you to define different email bodies and subject lines depending on the type of PDF document you're sending. For example, the subject line and email body might appear different depending on whether or not you're attaching a default notice, or a customer statement, or a welcome letter.
Define Email Templates via "Setup" / "Form Letters" / "Edit / Add Email Templates".
Tango comes with one email template called "Sample HTML Email Template (please change)". You may copy this and change it to suit your requirements.
Highlight the email template, then click [Select].
When the "Email Templates" form appears, click on [Copy] to create a new email template:
Enter the name of the new template you'd like to create, then click [OK]
A message is displayed to confirm the template was created. Click [OK]
Click [Cancel] to close the Sample template.
Highlight the new template you created, then click [Select]
In the "Email Subject" enter the subject which should appear on all emails which are sent using this template.
The "HTML Body" will appear in the body of all emails sent using this template.
Edit it using valid HTML. If you don't know how to write HTML, a simple way to create a good looking letter is to create it in MS-Word, then save as type "HTML". You can then cut and paste the HTML code using a text editor.
Click [Preview] to see how the email body will appear. A browser will pop-up showing the HTML body.
Click [Save] to save the template.
Repeat this process for each type of Email Template that you need. Suggested templates:
- Customer Statements
- General Correspondence
- Collections Letters
2. Configure Email Server Details (Globally)
You need to tell Tango about your email server, and how to communicate with it.
If you're unsure about these details, you should be able to find useful information in your email client (such as MS-Outlook). The server details in your email client will be very similar to the server details that Tango requires.
Click on Setup / Parameters
Select the "Email" tab:
The Email Server Screen appears. The values in the example above will work for a GMAIL account. If you have a different mail server, provide the appropriate details.
- .SMTP Server: Enter the address of the server which will send the emails.
- .Enable SSL? You should normally tick this box. It encrypts any communication between Tango and your email server. If you don't tick this box, Tango will communicate with your server in plain text, which is a security risk.
- .Use CDO Mailer? You should tick this box. Older versions of Tango used the BLAT emailer which had limitations. Tango no longer supports the BLAT emailer. Ticking this box allows you to enter more information relating to the email server.
- .Email Test Mode? You should initially tick this box while testing the email feature. All emails will be sent to an internal email address rather than to your clients. Once you are satisfied that the emails are formatted appropriately, you may then un-tick this box.
- .Force all email to be sent to: If you tick "Email Test Mode" you will be prompted for an internal email address. All email correspondence will be sent to this address until "Email Test Mode" is unticked.
- .Sender Email Address: All emails sent by Tango will show this email address as the sender. Any replies to emails you send out will go to this email address.
- .BCC all emails to: Any emails you send to clients will also be BCC'ed (Blind copied) to this address. It is important that you supply a BCC email address. It allows you to keep a record of all emails sent by Tango. Any emails sent to a client will also be sent to the BCC address.
- .SMTP User Name / Password: These credentials are used to authenticate with the email server.
- .SMTP Log File: Enter the name of a text file. Any email activity will be recorded in this text file. One text file is created for each Tango user and stored in the \Tango32 folder
- .SMTP Port: This is the TCP port that Tango uses to communicate with your email server. For GMAIL this is 465.
- .Email Template. You created email templates in Step 1. Select a valid template from the drop-down.
- The information in this tab is Global. It is possible to specify a different email information for each Tango branch. This allows you to use different branding in your email depending on which branch a customer belongs to. If a Tango branch has no email server defined, the system will use the email info defined globally here.
- It is possible to override the "Email Template" on each form letter. This allows different form letters to have their own associated email layout. If no template is assigned to a specific form letter, the system will look in the Tango Branch for a template to use. If none is defined there, it will use the template defined globally in this tab.
- It is possible to override the "Email Template" when sending a customer statement. This allows customer statements to have their own associated email layout. If no template specified when emailing a customer statement, the system will look in the Tango Branch for a template to use. If none is defined there, it will use the template defined globally in this tab.
3. Configure Email Server Details for a Branch (Optional)
To configure email server details for a branch, click on Setup / Branches / Branch Names, and select the Branch you'd like to configure.
When the Branch form appears, click on the "Email" tab to configure the server details.
If you DO NOT want separate email server details for a branch, simply delete the contents of the "SMTP Server" field. The other information on this tab will then be hidden.
For the meanings of each of the items on this page, please refer to Step 2 (Configure Email Details (Global)).
4. Assign email templates to Form Letters (optional)
You may specify a different email template for each form letter.
Click on "Setup" / "Form Letters" / "Edit / Add Form Letters"
When the list of form letters appears, highlight the desired form letter and click [Select]. The form letters form is displayed.
Specify an email template from the drop-down list.
You may leave this setting blank.
If no template is assigned to a specific form letter, the system will look in the Tango Branch for a template to use. If none is defined there, it will use the global template defined in Setup / Parameters.
5. Send one form letter.
To send a form letter via email for a specific account, display the account, then select the "Form Letters" tab.
Select the form letter from the drop-down list, and click on [Email Now]. The system will create the form letter, convert it to PDF, then email it.
Alternatively, click on [Email Later] to add the form letter to the queue. It can then be emailed with other form letters later.
NOTE: For the email to be sent successfully, one of the clients associated with the account must have a valid email address. If this is not the case, an error message will be displayed.
6. Send many form letters.
You can email a form letter to many recipients via Report / Form Letters / Create Multiple Form Letters.
The "Multiple Form Letters" screen will be displayed.
Select "Email" as delivery method, specify the selection criteria for the email recipients and click [Create Form Letters].
After the form letters have been selected, the form letter queue will be displayed:
Any form letters which should be emailed will have a tick on the "Send as Email?" checkbox.
If there are any problems with customer email addresses, an error will be displayed in the "Error" column.
Review the queue, then click the [Email] button to send all the emails in the queue.
7. Send Customer Statements.
You can send a customer statement via email instead of printing it.
When the "Customer Statement" form is displayed, select "Email" as the "Output Destination" then select a valid Email Template.
If leave the Email Template blank, the system will look in the Branch or Global Setup in order to determine which email template to use.
8. Convert a report to a PDF
Tango can convert any report to PDF.
While the report is displayed on screen, click on Report / Options / Save as PDF.
The report will be converted to PDF. The PDF will be displayed.
To make a permanent copy of the PDF, click on File / Save As…