Email

The Email form displays information about an entity's email addresses. In addition to allowing entry and storage of email addresses separately, this form provides a means for tracking additional data elements and creates a more comprehensive picture of relevant email information. It is used as a criterion when searching for an entity using the Entity Lookup.

 

If you attempt to enter the same email address more than once, each with a different Email Type, Advance will allow the duplication since the same email address can be valid for multiple email types. However, if you attempt to enter the same email address and email type combination more than once, Advance will display a warning indicating the email address is already on another email record for the entity with the same Email type. If you receive this message, it is strongly recommend you review the current email information in order to ensure you are not creating a duplicate record. However, it is important to note this is a warning message, which can be bypassed in the event you wish to create the duplicate record. If System Option 57 is equal to anything other than N, this duplicate condition will be flagged by DataLoader as an error, not a warning like the Email Form. This occurs in order to help ensure duplicates are not added mistakenly. If you wish to enter a duplicate, you must do so through here through the Email Form, which only displays a warning when potentially adding a duplicate.

 

To display Email for an entity:

  1. Perform a Lookup, using either the Entity’s name or Entity ID to display the Entity Profile.

  2. Expand 'Biographic' on the Entity Profile Page Tree.

  3. Click 'Email' and the Email Form displays.

  4. Click the appropriate row on the list and the detail displays.

 

 

You can also display the Email Form from Go To.

  1. On the Main Menu, click 'Go To' to display the Go To Application.

  2. Click the Email Application (Application ID 80900).

  3. Enter an Entity ID in the 'Open with ID Lookup' field.

  1. Click 'Go' and the Email Form displays.

  2. Click the appropriate row on the list and the detail displays.

 

 

Note: If you have already displayed an Entity Profile, the ID will default in the Open with ID Lookup field. If you do not know the ID of the entity for which you want to 'Go To', click the 'Lookup' hyperlink on the 'Open with ID Lookup' label and perform a Quick ID Lookup.

 

Note: Advance will automatically set the preferred indicator on new email or telephone record, when a new email or telephone record is added, and there are currently no active email or telephone records for the entity. Additionally, when a new telephone record is added and there isn’t already a telephone record with that type, the preferred check box will be checked automatically for the new record. If there is already a preferred telephone record of that type and a new telephone record for that type is added, the preferred check box on the new record will be checked automatically and the preferred check box on the previous record of that type will be unchecked automatically.

 

Note: You can link entity’s business email address to its employment. When you select Email type as Business (any Email type set as Business in the TMS Email Type table), an Empt Link drop-down appears with values - employer name, title, and state. Select the appropriate record to link to its email.

 

Email Address

This is the email address of the person or organization entity, which must be entered using a valid email address format. Required

Preferred

This check box indicates whether the email is the preferred email. Only one email record can have this check box checked at any given time. The preferred email appears on the Primary Address form of the Entity Overview below the physical home address. If the entity does not have a preferred email, the Primary Address form displays text indicating there is no preferred email address. If the entity is deceased, the preferred email does not appear on the Primary Address form. If this check box is checked on one email record, and you check this box for a second email record, the system will automatically uncheck this box on the first record when you save the second record.

Email Status

This is the status of the email address. By default, new email records will have a status of Active. Values in this drop-down are validated against tms_email_status (WG). Required

Status Date

This is the date on which the status of the email was last updated. When the email status is updated and the record is saved, the current date automatically defaults in this field, and can be overridden.

Start Date

This is the date on which the email began.

Stop Date

This is the date on which the email is no longer valid.

Email Type

This is the type of email address. Values in this drop-down are validated against tms_email_type (WI).  Required

Email Format

This is the format associated with the body of the email. Typically, this option is specified by the entity based on the requirements of their email client. When a new email record is entered, this value defaults to H (HTML). Values in this drop-down are validated against tms_email_format_code (WF). Required

Email Code

This is a site-specific value associated with the email record. Values in this drop-down are validated against tms_email_code (WH).

Original Source

This is the source from which the email record originated. Values in this drop-down are validated against tms_email_source (WK).

Change Source

This is the source from which the email record was updated after it was originally entered. This may be the same as the original source. Values in this drop-down are validated against tms_email_source (WK).

Change Src Date

If the source from which the email record originated changed, this is the date on which the change occurred. When the source of the email is updated and the record is saved, the current date automatically defaults in this field, and can be overridden.

Failed Reason

If the email did not reach the intended recipient, this is the reason the email was returned as undeliverable. Values in this drop-down are validated against tms_email_failed_reason_code (WJ).

# Bouncebacks

This field allows you to indicate the number of times email sent to the specified address were returned as undeliverable.

Fwds To Email

This is the email address to which emails are forwarded and must be entered using a valid email address format.

Comment

This text field can be used to specify a comment about the email record.