Table of Contents
Overview #
The Emails module allows you to manage all outgoing emails created within the system. It provides a clear separation between emails that are still in progress (Drafts) and those that have been successfully sent (Sent).
This module is useful for:
- Reviewing and editing unsent emails before sending them.
- Keeping a record of all sent communications.
- Ensuring consistency in company email correspondence.
Emails are stored securely in the database and linked to the user who created them. The module supports both English and Thai interfaces, with user names displayed in the selected language.
Getting Started #
Accessing the Emails Module #
- From the main menu, select Emails (or อีเมล in Thai).
- The window opens maximized and centered on your screen.
Interface Layout #
- Title: “Emails” at the top.
- Filter Options: Two radio buttons – Draft and Sent – to show only drafts, only sent emails, or both.
- Action Buttons (from left to right):
- Radio buttons for filtering.
- Open: Refresh the list.
- New: Create a new email.
- Menu: Options to save or restore your preferred table layout.
- Emails Table: The main grid displaying the list of emails.
Key Features and How to Use Them #
Emails Table #
The table loads automatically based on your selected filters.
Columns #
| Column Name (English) | Column Name (Thai) | Description | Visible by Default |
|---|---|---|---|
| Status | สถานะ | Shows Draft or Sent with an icon | Yes |
| Recipient | ผู้รับ | Main recipient(s) | Yes |
| Cc | สำเนา | Carbon copy recipients | Yes |
| Bcc | สำเนาลับ | Blind carbon copy recipients | Yes |
| Subject | เรื่อง | Email subject line | Yes |
| User | ผู้ใช้ | Name of the user who created the email (in current language) | No (can be shown via customization) |
Other details such as sender information, full body, attachments, and timestamps are available when editing an individual email.
How to Use #
- View Emails The table loads automatically. Use the Draft and Sent radio buttons to filter the list.
- Search Emails A search box appears above the table. Type any text to quickly filter by recipient, subject, or other visible fields.
- Create a New Email
- Click the New button.
- A blank email opens in the editing window.
- Fill in recipients, subject, body, and attachments.
- Save as draft or send immediately.
- Edit an Existing Email
- Double-click a row, or
- Right-click a row and select Edit.
- Make changes in the editing window and save or send.
- Delete an Email
- Right-click the row.
- Select Delete.
- Confirm the action when prompted. Note: Deleted emails cannot be recovered.
- Refresh the List
- Click the Open button to reload the latest data.
- Customize the Table Layout
- Drag columns to reorder, resize, or hide/show them.
- Click Menu → Save Grid Layout to remember your preferences.
- Click Menu → Restore Grid Layout to apply your saved arrangement.
Tips and Best Practices #
- Use Drafts for Review: Always save important emails as drafts first to allow review before sending.
- Check Recipients Carefully: Double-check To, Cc, and Bcc fields before sending.
- Include Clear Subjects: Good subject lines make it easier to search and reference emails later.
- Save Your Layout: If you frequently show/hide certain columns, save the layout to avoid repeating the setup.
- Refresh After Team Activity: If multiple users are sending emails, click Open to see the latest records.
Troubleshooting #
| Issue | Possible Cause | Solution |
|---|---|---|
| No emails appear in the list | No filters selected, or no emails match the status | Select Draft, Sent, or both radio buttons |
| Cannot edit or delete an email | Email created by another user (depending on permissions) | Contact the email’s creator or administrator |
| Changes not visible after editing | List not refreshed | Click the Open button |
| Search not finding expected emails | Searching only visible columns | Show hidden columns (e.g., User) via customization if needed |
Glossary #
- Draft: An unsent email that can still be edited.
- Sent: An email that has been successfully dispatched.
- Cc / Bcc: Carbon Copy (recipients visible to all) / Blind Carbon Copy (recipients hidden from others).
- Grid Layout: The arrangement, width, and visibility of columns in the table.
