Mail Sender is a tool that your MagnaTech software uses to deliver your Email to the outside world. If you have a firewall, and you receive a notice about MAILSEND.EXE trying to access the internet, this is Mail Sender trying to deliver your messages and you should grant it access.

When Mail Sender starts, it will appear in your System Tray (bottom right corner of the screen) to let you know that it is active.

Main Window

To bring up the main window you can double-click (click twice with the left mouse button) the mailbox icon in the system tray, or right-click (click once with the right mouse button) it and select Show on the pop-up menu.

Features

1. Activity

These symbols tell you whether MailSender is currently at work or at rest. If the light bulb is blinking, MailSender is counting down the seconds until it's time to automatically scan for new jobs.

2. Command Buttons

i) Send

Tells MailSender to immediately look for and send any waiting jobs, rather than wait for the timer that automatically scans for jobs. More on this in Sending Options below.

ii) Pause / Resume

Pauses / resumes MailSender's timer that automatically scans for new jobs. You must pause MailSender in order to access the 'History', 'Manage', or 'Close' buttons.

iii) History

View a list of all the jobs that MailSender has sent in the past. You can also view a record of failed jobs. Although you cannot view or modify any of these past records, you can erase them by selecting them from the list and hitting Delete on your keyboard.

iv) Hide

This will remove MailSender from your screen and place it in the System Tray. It will still be working (providing it is not in 'Pause' mode), but it will be out of your way so you can work with other programs.

v) Pending

This will open a list of all messages currently waiting to be sent. By double-clicking one of the jobs, the details of that message will pop up in a Notepad screen. If you notice that the recipient email address is wrong, for example, you could change it in this Notepad screen, click the File menu and Save option and close the Notepad. This will effectively modify the job waiting to be sent. You can delete a pending message by selecting it and clicking the 'Delete' button. You can also view a list of the fax jobs that are waiting to be sent (if the faxing feature of MailSender is available) by clicking the 'Show me Faxes' button.

vi) Close

This will turn off MailSender. If MailSender is in the middle of sending a job, it will warn you and ask if you wish to interrupt the job. Note: Interrupting a job is not recommended and may result in a loss of data.

3. Status

The status area consists of two parts: Just below the word 'Status' is an area showing you how many emails and/or faxes are waiting to be sent by MailSender. Below that is an area that lists the events being performed by MailSender. This list will constantly be updated with any important events that have occurred in MailSender.

Options

To access the options, bring up the main window and click on the 'Tools' menu, then select 'Options'.

1. Alert Options

i) Alert Fails

If this is checked, Mail Sender will display a pop-up message when it fails to complete a job successfully, allowing you to click on a 'details' link, where you can verify the information of the message and delete it if necessary.

ii) Alert Success

With this selected, Mail Sender will display a pop-up message whenever a job is successful, allowing you to click on a 'details' link to verify the message's information.

iii) Send System Diagnostic Reports to MagnaTech

Don't worry if this option is not available on your Mail Sender's 'Options' screen...if it's not there it's not necessary. If it does appear on the screen, it will be checked by default and should not be changed unless instructed to do so by MagnaTech personnel.

iv) Auto Plain Text

If this is checked, MailSender will automatically convert HTML emails to plain text if they are being sent to a recipient with an AOL email address. It does this because AOL has problems displaying HTML emails.

v) Do not check if this is a local hub

With this option selected, when Mail Sender starts it will not check if the computer it's on is the DataHub computer. This option is defaulted to unchecked and should be left that way unless instructed otherwise by MagnaTech support staff.

vi) Send failed TRIP Alerts every N minutes

If TRIP is installed on this computer and is set up to send invoices to clients automatically by email, MailSender can send alert notices for failed messages to the recipient(s) specified in TRIP's options every N minutes.

2. History Items

i) Erase History items that are older than N days

Mail Sender will automatically remove any history items from its own list that are older than the specified amount of days. This will not affect the Archive of Sent Messages of iMagic or Mystic.

ii) History items should not exceed N

If selected, Mail Sender will not allow its History list to exceed the specified amount of items. MailSender will remove items based on the date, keeping the N most recent items in its list.

3. Sending Options

i) N attempts per Email before considering it 'Failed'

Mail Sender will make N attempts with every e-mail address before considering it failed. Failed jobs will remain in the outbox and will be tried again later. If the same message is continuously failing, it can be deleted by clicking the 'Pending' button on Mail Sender's main screen and selecting the offending message and clicking the 'Delete' button.

ii) N seconds of pause between attempts

Mail Sender will try to send a message and then, if it fails in its attempt, wait N seconds before trying again, until it reaches the number of attempts specified in i) above.

iii) Check for new messages every N minutes

Mail Sender will scan the system for new messages to be sent every N minute(s).

SMTP Settings

To access the SMTP settings, bring up the main window and click on the 'Tools' menu, then select 'SMTP Settings'.

IMPORTANT: Whichever method of sending you choose, you will need to grant Mail Sender access through any firewalls you might have. Again, your office's computer person will be able to help you with this.

General Tab

i) Name

Whatever is written here is what will be displayed in the 'From' field of the message in the recipient's inbox.

ii) Email Address

This is what will be used as the sender's email address to send the messages to the recipients. Clicking the 'Default' button will default the address to the one used when the MagnaTech software was installed.

iii) Reply Address

This field is optional and should only be filled in if you want the recipients to reply to an email address other than the one being used as the sending address as explained above.

iv) Request Read Receipts

If this is checked, each message you send will ask the recipient for a "Read Receipt" if their Email program supports that feature. The "Read Receipt" will be sent to the email address that is listed in ii) above.

Servers Tab

i) Outgoing Mail (SMTP)

In the Outgoing Mail (SMTP) box, you'll want to type in the address of your outgoing mail server computer. This could be a computer at your Internet Service Provider's offices, or it could be a computer in your building. There are several ways to find your SMTP address:

1. Ask your office's "Computer Person" to check your Outlook's (or other mail client's) default email account.
   
   
2. Call your ISP (Internet Service Provider) and ask for your "SMTP Address". It will probably be something like smtp.xxxxx or mail.xxxxx where 'xxxxx' is your ISP's domain.
   eg. smtp.att.com
   
   
3. It could also be the IP address of a computer in your building (in which case your in-house "Computer Person" should know about it).
   eg. 10.257.16.19
   
   

ii) My server requires authentication

Some SMTP servers require the sender to 'authenticate' every time they send an email. If this is the case, you will need to check this box and type in the account name and password for your SMTP account. If you don't know this information, it can be obtained via the same choices illustrated in i) above.

iii) Do not log in with Email Address

Some SMTP servers, while not requiring authentication as outlined in ii) above, may require the sender to log in with their email address every time they send an email. If this is the case, simply uncheck this option and all should be fine.

Ports Tab

i) Ports

These two items will be defaulted to '25' for SMTP and '110' for POP and should not be changed unless instructed to do so by MagnaTech personnel.

ii) Login to my incoming server before sending

Some SMTP servers require the sender to log in to their incoming mail server before sending any email. If this is the case, you will need to check this option and fill in your POP server in the field provided (example: POP3.myisp.com). You'll also have to fill in the 'Account name' and 'Password' fields on the Servers tab. This does NOT mean that Mail Sender will download any received messages from your server; that is still done by your regular email-receiving program. It's just a formality that allows Mail Sender access to your server to be able to send any outgoing messages.

Advanced Tab

i) Host Validation

This is here for debugging purposes and is defaulted to 'None'. It should only be changed if instructed to do so by MagnaTech personnel.

ii) Connect Retries

Mail Sender will make N attempts with every e-mail address before considering it failed. Failed jobs will remain in the outbox and will be tried again later. If the same message is continuously failing, it can be deleted by clicking the 'Pending' button on Mail Sender's main screen and selecting the offending message and clicking the 'Delete' button.

iii) Response Timeout

Mail Sender, once it connects, initiates a dialogue with the server in order to send out the email message. For every request that it sends, Mail Sender will wait the specified amount of time for a response from the server before continuing or considering the connection lost.

iv) Connect Timeout

Mail Sender will try for the specified amount of time to connect to your server before considering it an unsuccessful attempt at connecting.

v) Use MagnaTech Webmail by default

If you do not have an SMTP server, or you are unsure of its settings, you can check this box and your messages will be sent using the MagnaTech Email service. It will first try to send the message(s) through the MagnaTech SMTP protocol, but if it fails through that it will use a Webmail server to send the message(s).  Note: WebMail service is not as stable as using your own SMTP settings. It is in place solely as a backup for when circumstances make it absolutely necessary to use it.

vi) Do not attempt Webmail if SMTP fails

Mail Sender will not attempt to send failed jobs by WebMail. This option is only applicable if you are using the 'Outgoing Mail (SMTP)' option of the Servers tab, although if it fails through this primary means it will still attempt to send the message through the MagnaTech SMTP server.

Sales Manager Tab

Don't worry if this tab is not available to you; that means it is not necessary. If the Sales Manager program is not in your office and you need to send your Contact Manager™ updates to a remote Sales Manager, you would put a checkmark in the option and then put in the email address of the computer where the Group DataHub is located. This option is more commonly available if you are an outside agent or home user of the program who needs to send the Contact Manager™ updates to your head office.

Fax Settings

If your iMagic or Mystic is licensed for faxing, you can access the Mail Sender's fax settings by clicking on the 'Tools' menu and selecting 'Fax Settings'.

Server Tab

1. IP address or Name of Fax Server

In this field you will put the IP address (or name) of the computer on your network where MagnaTech's FaxHub or DataHub is installed and running. If you're not sure, ask your company's computer person and he or she will be able to tell you this.

2. Faxing Port

This is defaulted to '880' and should not be changed unless instructed to do so by MagnaTech support staff.

3. Archive Sync Port

This value is used for communication with your iMagic or Mystic Archive and should not be changed unless instructed otherwise by MagnaTech personnel.

4. Home Users

If you are a home user or in-plant agent using iMagic or Mystic, and your head office is set up to send your faxes, you would put a check mark in the 'I am a home user' box and put the e-mail address (a special one, set up for this purpose) in the 'Fax Server address' field. The faxes you send will actually go out by e-mail to this address, which is being monitored by the head office's FaxHub or DataHub and will be sent by fax through the faxing software installed there. For more information on this, please send an email with the subject "Home user information, please" to .
Note: If you are a home user, you don't need to fill in the 'IP address or Name of Fax Server' field.

Format Tab

This tab is where you can format the pagination (how the information you want in the fax is displayed on your letterhead) of the faxes you send out from iMagic or Mystic. The suggested values are in parentheses and are defaulted as the selected ones. These should never be changed unless you notice that your fax header is overlapping with the text of the message.
When 'Remove page markers' is checked, Mail Sender will remove the 'Continued on Page X' notes from the fax. It is suggested that this option remain checked at all times.
As far as 'Fax Logos' are concerned, most agencies have only one letterhead and this should be defaulted to Logo 1. If you have more than one, ask your office's fax manager which one is designated for your purposes and select that one.

Mapping Tab

If your computer is mapped over the network to the computer where the FaxHub or DataHub is installed, you can bypass the 'Server' Tab altogether and send the fax by mapped folder. To choose the mapped folder you would first click on the arrow of the field in the lower left-hand of the screen and select the mapped drive letter. Then you would navigate to the mapped folder by double-clicking the appropriate ones underneath the mapped drive in the upper box where all the folders are listed. Ultimately, the path in the field in the upper right-hand of the screen should be the same folder that the FaxHub or DataHub is looking in for new fax jobs. Normally, it would be "X:\Magna_y\FaxHub\Fax\InBox" where X is the mapped drive letter.

MagnaTech Mystic™ - MagnaTech iMagic™ MagnaTech TRIP™ - TRIP Archiver™ - TRIP Unused Ticket Manager™ - TRIP UTM™ - TRIP eInvoicing™ MagnaTech Group Manager™ - MagnaTech GM™ © 2005 MagnaTech - all rights reserved - MagnaTech - a subsidiary of EconoFax+ Inc. The above trademarks are the property of MagnaTech. All other names, brands, trademarks or logos shown or discussed herein are the property of their respective owners.