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The Send Mail Script Step is used in concert with a compatible email application to send email from the database file. Basically, FileMaker takes the data you specified that you wanted in an outgoing email and passes that information to your email application, which creates an outgoing email message using that data. After FileMaker has passed the process to the email application, it is that applications job to get the email out to your addressees. Many of the elements of the email message can be hard coded text strings or use a value you determine from the define calculation dialog box. Using a calculated value gives you an almost unlimited amount of flexibility in your outgoing email message.
Over the years, FileMaker has continued to make small but very important changes to the options available to the Send Mail script step. One is the ability to send one email for the current record or to send multiple emails to the found set of records. No longer is is required to have a looping batch script to send emails (although that process still works without a problem).
Now, the setup FileMaker chose to use can be a little confusing at first but it makes a huge amount of sense, once you get used to it. The thing that makes it confusing is if you want one email to go out to a batch of records or one email for each record. If you want one email per record, you might have a huge number of emails in your applications sent email folder.
FYI ... For you working at home crowd, many internet providers keep track of how many outgoing emails you send and they may shut you down, if you go above that limit. They will likely not tell you what that limit is, just that you have gone above it. That is another reason you might want to send one email to a larger audience than one email per record.
To send one email to the current record, simply choose that option and do not check any of the “For each message” options for the To, CC or BCC options. To send one email to the found set, leave that option checked and check the appropriate “For each message” options for the To, CC or BCC options.
Now for the love of everything special on this planet, you DO NOT WANT TO choose to send multiple emails and check the “For each message” option. You could have a found set of 100 records and send 100 versions of the same email to each addressee.
HOW IT IS USED
It’s getting used quite a lot. I’ve used it for batch e-mailing, e-mailing invoices, e-mailing reports and even e-mailing sales reps their weekly calendars.
FYI...
There are third party email plug-ins that provide even more email power and do not need to use an email application. Some of these email plug-ins even include the ability to integrate incoming emails as new FileMaker records.
Got To Know Factor - 8
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More info about the author and FileMaker in general, contact me at info@dwaynewright.com.
© 2008 - Dwayne Wright - dwaynewright.com
The material on this document is offered AS IS. There is NO REPRESENTATION OR WARRANTY, expressed or implied, nor does any other contributor to this document. WARRANTIES OF MERCHANT ABILITY AND FITNESS FOR A PARTICULAR PURPOSE ARE EXPRESSLY DISCLAIMED. Consequential and incidental damages are expressly excluded. FileMaker Pro is the registered trademark of FileMaker Inc.
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