You can send inspections, work orders, and invoices to customers by fax.
To turn on sending emails by fax
1. Set up an email-to-fax service
2. Set up a mail server
3. Set up email templates
Set up an email-to-fax service
The Back Office application allows sending inspections, work orders, and invoices by email, so you must set up an email-to-fax service, such as eFax, SRFax, Faxage, etc. that will send these emails to customers’ fax.
Tip Search for “email to fax” in Google to choose a service that suits your needs.
Note Once you set up an email-to-fax service, you will get a specific email address format (for example, fax_number@fax_service_domain.com) which should be used while sending emails by fax.
Set up a mail server
Emails can be sent from ReconPro mail server or from your mail server.
To set up a mail server
On the Company tab, click Company Info, and then on the Company Info page, click the Notifications Settings tab.
To use ReconPro mail server
In the SMTP Settings section, select the Use ReconPro Server check box, enter the appropriate settings in the From Address box and the From Display Name box, and then click Save.
To use your mail server
In the SMTP Settings section, clear the Use ReconPro Server check box, enter the appropriate settings in the Server, From Address, From Display Name, Username, Password, and Port box, and then click Save.
Tip Learn more about the SMTP settings:
Server is a mail server address which usually has the "smtp.domain.com" or "mail.domain.com" format (ex.: smtp.gmail.com).
From Address is your company email address from which you want the email messages to be sent.
From Display Name is the name of your company or your company contact that you want to be shown in the From field of the email message.
CC is an email address to which you may want to send the copies of email messages.
BCC is another email address to which you may want to send the copies of email messages.
Username is your mail account identifier which is usually written in a one-word name format or email address format (ex.: firstname.lastname@example.org).
Password is a password for your mail account.
Port is the number of the port used for SMTP connection. You can leave the Port box empty to use the default port 25, or you can type the port number that you want (ex.: 465 for Gmail server).
Use SSL means using Secure Socket Layer to establish secure SMTP communication. If you select the Default option, using SSL will depend on the configuration file of the Back Office application, otherwise you can select Yes to use SSL (especially if your port requires using SSL), or No not to use SSL.
Important! We strongly recommend you to test the SMTP settings you have entered.
On the Operations tab, click Invoices.
On the Invoices page, in the Action column, click Select, and then click Send Custom Email.
In the Email Message dialog box, enter your email address in the To box, and click Send.
If “Your message has been sent” appears, then your SMTP settings are entered correctly. If an error message appears, please, check your SMTP settings, and try again.
Set up email templates
You need to configure the email templates so that inspection, work order, or invoice documents can be automatically attached to emails sent by fax.
To turn on adding attachments to your fax messages
On the Company tab, click Email Templates, and then on the Email Templates page, click Add on the toolbar to create a new template, or click (Edit) next to the appropriate template to modify it.
In the Template dialog box, select the Attachment (Fax) check box, enter other settings, if needed, and click OK.
Important! If you don’t select the Attachment (Fax) check box, you may get an error message while sending emails by fax.