Receipt Settings

The Receipt Settings pane is used to configure Contact Manager to automatically find and register address book files.

These can be from two sources – the mail queue or from the file system.

Reading from the mail queue

Contact Manager can be set to automatically poll the inbox of a specified mail profile. Contact Manager will look for messages with a specified title, check for attachments and then process any valid address books it finds.

Contact Manager uses Microsoft Outlook for all messaging functions. This must be installed and a profile set up on the computer for this option to be available.

Reading from the file system

Contact Manager can be set to automatically poll a specified file system folder. This can be a local folder or on a network drive. Contact Manager will extract all files from this folder and register any valid address book files it finds.

When checking the folder, Contact Manager will move all files, deleting any that are not valid address book files. Ensure that the folder selected is used solely for storing address book files.

NOTE: Changes to the settings on this tab are only saved when the Save and Close button is clicked.

Automatically check my mail queue for incoming files every x minutes

Tick this box to make Contact Manager check a mail queue for emails containing address book attachments. Enter a frequency value in minutes for this check to take place. This frequency can be between 1 and 500 minutes. The following related options will have to be completed about the mail queue.

Look for messages with this subject

This is the email title that Contact Manager will use to match files in the mail queue. The default value is "Address Book Synchronisation" but this can be altered to any value. Contact Manager will read all messages with this text in the subject field (including for example, re: Address Book Management) and will ignore all other messages.

This should be a title that is used solely by Contact Manager and will not be confused with other emails.

When reading the mail queue look for unread messages only

When reading the mail queue, Contact Manager can be set to only look at matching messages that are unread. After Contact Manager has processed a message, it will be marked as read.

If this is not set and the following option regarding deleting message is not selected, Contact Manager will continuously read the same messages.

Delete messages after reading them from the queue

Contact Manager can delete a message after it has processed it. This will avoid any chance of the software re-reading the same message.

Ensure that the message is being used solely for delivering address books if this option is selected.

Use this mail profile for receiving messages

This list will display all Outlook mail profiles set up on the computer. Select the profile that will be used for sending and receiving messages.

When adding new profiles, the software will have to be re-started for the profile to appear in the list.

Direct SMTP

When Outlook is not installed on the same server as Contact Manager, emails can be sent using Direct SMTP. This uses the Exchange server directly to send the emails.

To configure sending by Direct SMTP, click on the button. This will display the following options:

Server - the name of the Exchange server
From - an email address to use as the "from" address
User - an account to use to authenticate against the Exchange server
Password - the password of the user account

Click Test to test the above settings. Click OK to store the settings.

When Direct SMTP is being used, the button is highlighted in green.

Automatically check my file system for files

Tick this box to make Contact Manager check a file system folder for source address books. Enter a frequency value in minutes for this check to take place. This frequency can be between 1 and 500 minutes.

Look for files in the following folder

Enter the location of the file system folder to be checked. This can be entered manually or by using the ellipsis (…) button.

If a path is not entered, the 'Automatically check my file system' option will become deselected.

Provide confirmation of file receipt

Contact Manager can email file receipt messages whenever it registers a file through checking either the mail queue or the file system. Enter email addresses of recipients in the box. To add multiple addresses, separate them using a semi-colon (e.g. John.Smith@nhs.net;Simon.Jones@nhs.net).

When a file is found and registered through the mail queue, a file receipt message is automatically sent to the sender of the message.