Resource Information and Control Corporation


Electronic Mail

Getting There: Accessing this application is done by double clicking on the Electronic Mail icon in the ConCentRICs main menu.



Purpose: The ConCentRICs Electronic Mail application is a comprehensive, fully integrated e-mail package packed with many features. It is used locally to send messages to anyone on staff and if you have Internet access, externally to anyone in the world with an Internet address.
Security Level: Anyone who is an Electronic Mail person can access and change their own individual Electronic Mail parameters.

Starting Electronic Mail

When you start Electronic Mail, your personal In Tray will be displayed. It will show all of your active messages and is the control point for the rest of this application's features. If your account has an Internet connection, the system will connect to the Mail Server when the application is started. It will check for new messages and then process and add them to your In Tray.


New Mail Notification

When you receive new mail, several indicators will let you know.

  • Any new message will be flagged with an asterisk (*) symbol in front of the message.
  • The word 'MAIL' will show on the status bar in the bottom right of the program window.
  • A sound file will play to let you know when new mail arrives. (This sound will only occur when the new mail first arrives.)


    • Tool Bar Buttons

    In addition to the standard complement of RIC Corp tool bar buttons, there are 5 unique ones that will interact with most actions in Electronic Mail.

      1    2    3    4        5
       

    Tool buttons 1 - Tools, 2 - File Cabinet and 3 - Confirm Receipts are dual function types depending on whether you are viewing all e-mail messages in your In Tray or a single message in Mail Message.

    Tool button number 4 - Distribution Lists functions the same in both modes.

    Tool button number 5 - File Control will only be active when a message is open that has files attached to it.


    Tools Button

    Click on the button. This brings up the In Tray Control dialog box.



    Here is where you can set all Electronic Mail control parameters and run specific utilities on the mail system.

    The following is a break down of the dialog box:

  • The Search all messages for this text: field is used to search all messages you have access to. Enter any string of text and only those message that contain the same string will be displayed.
  • The Transfer new messages to this person: combo box contains a list of people. If you would elect not to receive mail temporarily (such as when going on a holiday), and wish to have someone else receive your mail, you could indicate another individual to receive it while you are gone.
  • The Suspend all messages until this date: field is used to enter a date to temporarily suspend your e-mail box. Your e-mail box will automatically reactive as soon as the date is reached.
  • The Caveat button applies only to Internet mail messages. You can use this optional feature to have text automatically added to the end of each message, i.e., name, phone number, fax number, Internet E-mail address and so on.
  • The Check for new mail every: field to set the amount of time to have the system automaticallly check for any new mail. The default is every 15 minutes but can be adjusted up to 1,440 minutes if desired.
  • The Flash window for new mail every: field is used to set the speed that the E-mail icon on the status bar will flash to notify you of new mail. The default is 1 second. Increasing the number will make it flash slower. The fastest speed that can be set is .001 second.
  • The Number of characters per message line: field is used to set the number of characters the mail system will display on each line. The default is 60. The exact number you can use depends on the system font.
  • The Set Mail Colors button is used to set the color of special fields in a text message. You can set different colors for Attached Files, Internet Links, E-Mail Addresses and Message Priorities.
  • The Number of characters per fax line: field is an optional feature used in conjunction with the Lines per fax field. You enter the number of characters that the fax service formats per line to ensure that you send a full last page.
  • The Lines per fax: field is only used if you indicated a number in the Number of characters per fax line field. You enter the number of lines your fax service generates per page.
  • The Mail Filter button is used to filter incoming messages. You can identify a person or Internet address and indicate if you want to delete the messages as soon as they arrive or file them or give them a particular priority level.
  • The Mass Mail Options button is used to perform actions on several messages at one time. These actions include: Print, Restore, Delete and File.
  • The Recall Mail Messages button is used to retrieve any message that you originally authored.
  • The External People Distribution button is used to indicate any person external to the ConCentRICs mail system that you wish to send mail to on a regular basis. These are usually people with Internet addresses.
  • The Query Exchange button that is usually seldom used. It is only required in special circumstances to process certain messages.
  • The Make sound with new mail check box, if checked, will play a sound whenever a new message is received.
  • The Show Distribution results check box, if checked, will show the distribution status of any message you send.
  • The Show deferred messages check box, if checked, will show any message in your In Tray that you have deferred. Normally, this box is unchecked.
  • The Show deleted messages check box, if checked, will show any message in your In Tray that you have deleted. Normally, this box is unchecked.
  • The Electronic Mail Utilities button is used to manage and monitor the overall mail system. It is normally restricted to System Administrators.


    • File Cabinet Button

    Click on the button. This brings up the File Cabinets dialog box.







    Each file cabinet you've previously created will be displayed in the list box and you can double click on the name of the one you want to open.










    If you need to create a new File Cabinet, just click on the button while in an opened message.

    The following dialog box will be displayed.











    Click on the Add a New File Cabinet button.









    Enter a name for the new file cabinet, click on the OK button and a new cabinet is created.


    Confirm Receipts Button

    Click on the button. This brings up the Confirmation of Receipts list.

    This list displays all messages you have sent. Below each message you will see everyone who still has that message and the current status.


    Distribution Lists Button

    Click on the button. This brings up the Distribution List dialog box.



    The purpose of Distribution List is to establish groups of E-Mail people who have something in common. You can group people by department, job function or any other category.

    The following is a break down of the dialog box:

  • The List of the Distribution Lists option will generate a report that will list of all distribution lists.
  • The List the contents of all the Distribution Lists option will generate a report that will show each of the Distribution List Names with the minimum security level for that list.
  • The List the contents of selected Distribution Lists option will generate a report that will show the Distribution List Name, minimum security level and a list of people for just the lists you select.
  • The Show the Distribution Lists for selected people option will generate a report that will show the Distribution Lists that contain any of the people you select.
  • The Choose list box will display a list of individuals.
  • Double click on a name to move it over into the Selected box to run the report on.

    • After you click on the OK button, the system will match each list to the name selected.


    File Control Button

    Click on the button. This brings up the File Control dialog box.

    [NOTE: This button will be active on the tool bar only when you have selected a message that actually contains an attached file.]

    The dialog box will display any and all files that are attached to the message. These could be word processing documents, spreadsheets, databases or audio and video files. If you wanted to open up an attached file, just double click on it.


    Read a Message

    When you start Electronic Mail, your personal In Tray will be displayed.

    You can read any message that appears in the In Tray. Double click anywhere on the line that represents the message you want and that message will appear in it's own window.

    If the message contains any attached files, they will be displayed in color different from the text color. To access the attached file, just double click on it.

    If the message included a link to an Internet address, it would be displayed in another color. If you had Internet access you could double click on the address and be taken to it's site.


    Write a Message

    When you want to compose or write a new message, click on the      button on the Tool Bar.

    The Write a New Note dialog box will appear.

    The following is a break down of the dialog box:

    Your name, along with the creation date and time will automatically appear at the top.

  • The Message Title field is used to enter the subject of the message.




  • The Personal Distributions combo box will list up to ten names or functions that can be preset and used for people or activities that you frequently send messages to.


  • The Priority combo box contains the level of importance priorities that can be assigned to a message.
    •       Urgent priority is for messages of extreme importance to a person or the facility.
          Normal priority is used for most the vast majority of messages and is used for daily conduct of business.
          Low priority is for messages that are of a general information or general interest and can be read at any time.

  • The Cut Copy Paste
    • buttons
  • The Back to ConCentRICs .Net Product Demo

    ConCentRICs is a trademark of Resource Information and Control Corporation (RIC Corp). All other products mentioned are registered trademarks or trade marks of their respective companies.

    Questions or problems regarding this web site should be directed to tech_support@riccorp.com or you can contact RIC Corp directly at:

    RIC Corp
    6215 Constitution Drive
    Fort Wayne, Indiana 46804-1517
    Phone: (260) 432-0799
    Fax: (260) 432-9155
    Email: sales@riccorp.com

    Copyright 2012 Resource Information and Control Corporation. All rights reserved.

    Last Modified: Thursday, January 05, 2012 at 6:00 PM.