Keystroke may be configured to print Invoices, Orders, Statements and other documents to the MAIL Port which sends the output to KeyMail which sends it in an email.
When printing to a printer with the Port set to MAIL:, Keystroke sends all output to KeyMail. Before Keystroke sends the output to KeyMail, it scans the first part of what is being printed to determine what is being sent and to where it should be sent. For this reason, it is required that the forms being printed are properly set up to work with KeyMail. Keystroke includes sample forms
designed to work with KeyMail. The filenames of the sample forms begin with the letters EM (e.g. EMLINVC.NVC, EMATTACH.NVC). KeyMail can be used with HTML formatted messages (those that include the [HTML] tag at the beginning of the message), as well as with plain text messages (e.g., EMHTMNVC.NVC).
Due to various issues regarding the ways in which different email clients display email, when emailing a form to a customer that contains graphics or other stylized information it is recommended to generate the form as a PDF file which is sent as an attachment to the email. This is accomplished by configuring the
Print Button to generate two different forms. The first form is configured to use the PDF Printer Port to convert the output
to a PDF File. The second form is configured to use the MAIL Printer Port to send the PDF file as a KeyMail email attachment (using a form such as EMATTACH.NVC).
Note: Example Printers and Print Buttons are setup in the Keystroke Sample Data (which is automatically installed with every Keystroke installation). These examples can be viewed by running the Keystroke with Sample Sample Data shortcut (from Start, All Programs, Keystroke, Keystroke with Sample Data). Use Clerk #1 to log in.
Note: The KeyMail Service (or KEYMAIL.EXE) must be installed and running. KEYMAIL.EXE may need to "Run as Administrator" and/or require Windows Firewall Permissions.
To set up the MAIL printer:
Navigate to Configuration Manager, Hardware, Printers and configure a Printer as follows:
Name=Email Printer
Driver=WINDOWS
Port=MAIL: (in most cases, leave all fields blank). Enable the "Confirm Email before sending" option to display the Confirm Email screen before the email is sent out.
The Confirm Email Screen displays the email's To:, Subject, Attachment, and Message fields. Any of these fields may be changed before pressing the Send Button to send the email. The To: field supports multiple addresses separated by a semi-colon (duplicate addresses are removed automatically). Email addresses may also be edited/selected by clicking the To Button or pressing [F3] or [Ins] to display the Email Addresses list. The Attachment field supports multiple file names separated by a semi-colon. File names may be edited within the Attachment field, or [Ins] or [F3] may be pressed (or select the Browser Button to the right of the Attachment field) to display the file browser. If the Attachment field contains a semi-colon, then the file selected by the browser is added instead of replacing the current file. The Message Button may be used to display, edit, replace, and save the entire email message. Note: Any changes made using the Confirm Email function affect only the email currently being sent - no changes are made to Keystroke Data files or parameters. Selecting the Send Button from the Confirm Email screen sends the email. Selecting the Cancel Button prevents the email from being sent.
Click on Test KeyMail to verify that Keystroke is now communicating with KeyMail.
In the Windows Firewall - Allow both Keystroke and KeyMail.
To set up the Print Button:
Example#1 - configure a Print Button to print Invoices to PDF Files and then email them.
Navigate to Configuration Manager, Tables, Print Buttons, SM: Sales and configure a Print Button with two forms as follows:
Form1 (creates the PDF file):
File = INVGREEN.NVC (Invoice with Green Background and Company Logo - available in Advanced POS only). Uses the file KSImages\InvoiceGreen.jpg as a background.
Printer = PDF Printer (Port=PDF:) (see Using the PDF: Printer Port)
Form2 (Emails Form1 as an email attachment):
File = EMATTACH.NVC
Printer = Email Printer (Port=MAIL:) as setup above.
The INVGREEN.NVC form uses "Sales Transaction from {Company Name}" as the email subject and Form Messages 40 through 45 as the body text.
Example#2 - configure a Print Button to print Statements to PDF Files and then email them.
Navigate to Accounts Receivable, Statements, and choose Individual, Balance Due, or All to display the Statement Settings screen.
Form4 (creates the PDF file):
File = SMTGREEN.SMT (Statement with Green Background and Company Logo - available in Advanced POS only). Uses the file KSImages\StatementGreen.jpg as a background.
Printer = PDF Printer (Port=PDF:) (see Using the PDF: Printer Port)
Form5 (Emails Form4 as an email attachment):
File = EMATTACH.NVC
Printer = Email Printer (Port=MAIL:) as setup above.
Th SMTGREEN.SMT form uses "Statement from {Company Name} as the email subject and Form Messages 60 through 65 as the body text.
See:
PDF Printing - Using the PDF: Printer Port
KeyMail - Common Email Provider Settings
Configuration Manager Contents