Mail Filters

Below is a description of some of the mail filter combinations you can use to search for emails.

Contracts

Invoices

ID Type Filters

Mail Limit

The "Mail Limit" field allows you to set the limit of emails being sent. The default value for new jobs is "blank", but can be edited.

When Set

When a mail limit is set and the number of emails created in the mailQuery batch falls under the "Mail Limit" amount, the job will run successfully.

If the email batch volume exceeds the set limit, the job will fail and generates an error email with the following error: "Email Limit exceeded - batch total xxxx. Please re-set Mail Limit amount and re-run scheduled job."

The same error is also displayed in the "Message" column of the affected row in the Scheduler / Queue tab.

Error Recipients

If you are setting a "Mail Limit", add your email address, or your business's IT Support email address to the list of Error recipients, so that you can be alerted if the job fails.

Validations and Alert Messages

Troubleshooting Tips When "Mail Limit" Is Used

The batch total is calculated by counting the 'mail_group_by' field. Therefore, the batch total of the job can only be determined at run time.

If you are analysing a query used in a mailQuery job, check if it is using library placeholders, as the dataset may return more records than the scheduler job would. For example: if a HAVING clause is required, it will not process outside of the scheduler.

Including Derived Fields in WHERE or HAVING Clause

Derived fields cannot be included in the WHERE or HAVING statements of the SQL. To overcome this, you can include a special comment 'having_clause' followed by the required logic. For example:

## having_clause $row['service_overdue'] == 'yes' or ## having_clause $row['service_overdue'] == 'yes' && $row['service_overdue_days'] > 10 

Note: PHP code is used in the above, so 'is equal to' operator is == not =

Send Block Flag

The mail_send_block_flag can be used to enable emailing in various environments.

The system level lock file, '../system/lockfiles/mail.lock' can also be added to provide further security against accidental emailing. Only a Catch-e system administrator can add or remove this file.

For emailing to be enabled, the mail_send_block_flag must be set to 'no', and no mail.lock file should be present. If either of these conditions are not met, the system will act as though the emails have been sent, but they will not actually be sent.

Warning Message

If any system other than LIVE has emailing enabled, a warning message will flash in RED on the screen header - that is good to know!

Default Environment Email Settings

Troubleshooting

Large Email Batch Does Not Send

Catch-e support may check the mail buffer sizing if large volumes of emails are being sent.

The buffer sizes are currently as follows:

Failed Scheduler Jobs

A scheduler report can be sent to you that provides information including the intended email batch-item number, email address, delivery date and delivery details of emails that have failed to send.

You can then locate the email(s) in question in the mail queue, by entering the "Batch No" and "Item No". The email address can then be corrected and the email resent.

If your system is configured to use Simple Mail Transfer Protocol (SMTP), set up jobs 1-3.

If your system is configured to use Amazon Simple Email Service (SES), set up jobs 2 and 3 only.

Edit an Email

Qualifiers

• You have a Pending, Sent, Failed or Deleted email that you want to edit and resend

• The email is in text format (HTML emails cannot be edited)

Process

1. Go to System / Mail Queue

2. Filter the Mail Queue to locate the email you want

3. Click on the "Batch-Item" hyperlink to open the email window

4. Edit the available fields as required:

   • To:

   • Cc:

   • Bcc:

   • Subject:

   • Message (HTML email message content cannot be edited)

5. Click on Save

6. The email status will be updated back to 'Pending'

7. Update your Status filter to 'Pending'

8. Click on Send

9. Click on OK to confirm

Delete Pending Emails

Qualifiers

• You have pending emails in the Mail Queue that you do not want to send

Process

1. Go to System / Mail Queue

2. Status: select 'Pending'

3. Apply other filters you need to limit the selection to the records to delete

4. Click on Delete

5. Click on OK to confirm deletion

Add or Remove Email Recipients

Qualifiers

• You want to add to or remove from the list of recipients

• Send Mail must be checked

Process

1. Find the job

2. Navigate to the Scheduler / Job tab

3. Click on Edit

To Add

• Recipients: Type: choose from 'to', 'cc' or 'bcc'

• Recipients: Name: enter the name

• Recipients: Address: enter the email address

• Repeat for each recipient you want to add

To Remove

• Recipients: delete: click the delete link for any recipients you want to remove

4. Click on Save

Add or Remove Report Queue Recipients

Qualifiers

• You are creating or changing an executeQuery job

• Report Queue is checked

• You want to add to or remove from the list of recipients

Process

1. Find the job

2. Navigate to the Scheduler / Job tab

3. Click on Edit

To Add

• Recipients: User: enter or lookup a user record

• Recipients: Name: will populate from selected user record

• Recipients: Address: will populate from selected user record

• Recipients: Notify: uncheck if email advice is not required

• Repeat for each recipient you want to add

To Remove New Users

• Recipients: User: blank out the field detail, the remaining fields will depopulate

To Remove Saved Users

• Recipients: delete: click the delete link for any recipients you want to remove

4. Click on Save

Add Report Queue Recipients

Recipients configuration for Report Queue emails:

• Recipients: User: enter or lookup a user record

• Recipients: Name: will populate from selected user record

• Recipients: Address: will populate from selected user record

• Recipients: Notify: uncheck if email advice is not required

• Repeat for each recipient you want to add