User Manual - How to send the tasks by e-mail

To send the tasks by e-mail use following steps:

1. Go to Start -> All Programs -> VIP Quality Software -> VIP Task Manager Professional -> Database Manager



2. Select ‘SMTP’ tab in Database Manager’ window



3. Check ‘Enable E-Mail sending’ option



4. Enter host name of your SMTP server into ‘Host:’ entry field



5. Enter SMTP port into ‘Port:’ entry field



6. Select the type of authentication from ‘Authentication’: drop-down list

None – if there is no need in login and password while accessing SMTP

Login – if only login and password are required to access SMTP

Login(TLS) – if SSL-connection is used to access SMTP



7. Enter user name for authorization into ‘User:’ entry field



8. Enter user password for authorization into ‘Password:’ entry field



9. Change time-out value in ‘Check every’ entry field if needed and click ‘Apply’ button



10. Enter your name into ‘Sender Name:’ entry field. It will be added to the message



11. Enter your e-mail address into ‘Sender E-Mail:’ entry field. It will be added to the message to ‘From’ field.



12. Click ‘Apply’ button



13. Click ‘Test’ button to send test message



14. Click ‘Close’ button



15. Start VIP Task Manager, right click on required task and select ‘Sending task(s) by Email…’ from drop-down list



Note:

• To select several tasks simultaneously, click them while holding ‘Ctrl’ or 'Shift' (if the tasks are one by one) key.
16. Check data section you want to be sent with the task



General – task name, priority, task group this task belongs to, Estimated & Actual Time, Workflow, Status, Complete, Due Date, Start & Finish Date

Assignments – the names of resources selected task is assigned to

Attachments – the types, names and descriptions of attachments of selected task

Notes – notes of selected task

Comments – comments of selected task

History – a history of task changes

Custom fields – names and values of custom fields selected task has

 

Tips:

• To quickly select all data sections click on button
• To quickly uncheck all data sections click on button
17. Check ‘Also send attachments’ option to send the files or links attached to selected task together with the task



18. Click ‘Next’ button



19. Set ‘Assigned resources’ radio button to send selected task to the resources assigned to this task. The list contains only resources who have e-mail address in 'E-mail' field.



20. Alternatively, select‘Custom list’ radio button and check resources for sending e-mail



Tips:

• To quickly select all resources click on button
• To quickly clear resource list click on button
21. Enter additional e-mail addresses selected task will be sent to into corresponding entry field. Several e-mail addresses are separated by comma or semicolon



22. Click ‘Next’ button



23. Select required template from ‘Templates’ drop-down list. This template defines the view of outgoing message.



Note:

• You can create your own templates, go to the folder with VIP Task Manager product (by default it’s path is C:\Program Files\VIP Quality Software\VIP Task Manager Professional) and put them into ‘XSLT’ folder. After that your templates will be available in ‘Templates’ drop-down list of ‘Setting parameters for sending tasks via E-Mail’ window.
24. Enter the header of e-mail into ‘Message header’ entry field



25. Enter the footer of e-mail into ‘Message footer’ entry field



26. Click ‘Send’ button



27. Click ‘Ok’ button in appeared information message. Your e-mail will be sent when timeout is finished



28. You can add custom subject to email message. Click button “…” and select subject from the list, or combine several subjects