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Create and Work with Mail Forms and Restricted Fields

This shows you how to create and edit mail forms and restricted fields. It also shows you how to apply them to mail types.

If you’ve spent time preparing to use mail forms and restricted fields on your project, and you’re ready to apply them to mail, use this information to:

  • create fields for mail forms and restricted fields
  • edit fields
  • apply fields to mail types.

Create fields for mail forms and restricted fields

  1. Select Setup from the Module Menu, and choose Project Settings.
  2. Select the Mail Types tab.
  3. You’ll see the mail types you’ve added to the project. By default, Transmittal and Tender Transmittal will always appear in this list.
  4. Beside each mail type you’ll see three links: Edit Mail Forms, Edit Restricted Fields and Edit Rules. Click on the relevant link for the mail type to which you want to add fields.
  1. Click the New Field button in the Field Library pane to add your new field.
  2. In the New Field page, select the type of field you want to create.
Selecting a field type to add to the mail
  1. Give your field a label, keeping in mind that the Field Name is generated from this label, and can’t be changed once you’ve created the field.
  2. Fill in the other fields:
    1. Add a tooltip if you want to give users more information on how to fill in the field.
    2. For the Text field type you can reduce the chance of error by limiting the number of characters that can be entered to between one and 60.
    3. For the Number field type, you can select a data type and unit.
    4. For the Select List (Single) field type add your list options, clicking the Add button to add them to the list. Don’t forget that you can cut and paste a list of option from other programs, like Word or Excel.
  3. Check the information you’ve added. If you’re happy with it, click Save.
  1. Your new field will appear in your Field Library on the left of the page, ready to be applied to mail types.

Edit fields

  1. Select Setup from the Module Menu, and choose Project Settings.
  2. Select the Mail Types tab.
  3. You’ll see the mail types you’ve created for the project. By default, Transmittal and Tender Transmittal will always appear in this list.
  4. Beside each mail type you’ll see three links: Edit Mail Forms, Edit Restricted Fields and Edit Rules. Click on the relevant link for the mail type whose fields you want to edit.

Be aware that any edits you make to a field will take effect in all the mail types to which it’s applied, not just the one you’ve selected here. While sent mail will still have the old field label, search results on that field will appear under the new label.

  1. Find the field you want to edit in the Field Library pane on the left-hand side of the page.
  2. Click its edit icon.
  1. In the Edit Field page, make the changes you need. If you’re changing the field label, make sure that the new label reflects the original intent of the field, as described by the field name.
Editing the field
  1. Click Save to save the updated field.

Apply fields to mail types

  1. To add a field to the current mail type, find it in the Field Library and click the plus icon to its right.
  1. To make the field mandatory for this mail type, check the box in the Mandatory column on the field’s row.
  1. To change the order in which mail fields appear in the mail, select a field’s checkbox on the far left of its row, then use the arrows at the top of the pane to move it up or down the list. Note that you can select and move multiple fields at the same time.
Change the order of fields in a mail type
  1. To remove a field from the mail type, select its checkbox on the far left of its row, then click the Remove button. Note that you can select and remove multiple fields at the same time.
Removing a field from a mail type
  1. Click Save to save your edits.
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