Email Attachments Vs. Inline HTML Text

Attachments                                                                                                Inline  HTML Text

Recipients are suspicious of malware or viruses Recipients are wary of tracking links
Recipients are lazy and don’t bother to open them Not effective for transmitting newsletters, instruction manuals, invoices, purchase orders, other multi-page etc.

Attachment naysayers state that inline text with fancy HTML framing is the way to go. It gets past the default corporate level spam controllers set to filter out attachments and html is designed to attract curiosity. If you agree with this, it sounds like a slam dunk.

Attachments, however, do solve a need and often are a better solution than inline text. Not everything you email has to be for the purpose of marketing a product or service or to get you to visit a website. Instruction manuals, invoices, purchase orders, newsletters, pictures, and other multiple page communiques are better served being sent as an attachment. Of course the naysayers will again argue that these are warranted to be saved on an ftp server and accessible by a link in an html formatted inline email message.

Sometimes that does make sense if you are anticipating that visitors to a website page will download the document as needed. But, the originator of an invoice or purchase order needs to make sure that the document goes directly to a specific recipient in a timely manner. The same may apply to a topical newsletter or updated policy guideline or even a request to customers to fill out an updated form.

Bottom line- email attachments are just as useful as fancy inline texts. In fact, sometimes recipients of html embedded inline text will be wary of clicking on the hyper link for it becomes apparent that they will be clicking to a path of response tracking. That can be as obtrusive as being asked to take a survey. With an attachment, either you decide to click and download it to your computer or ignore it. The attachment usually is labeled with a file name that identifies its purpose.


Open Systems Accounting Software (OSAS) and Email

Open Systems utilizes the attachment concept for email delivery of customer invoices and statements, vendor purchase orders, as well as for reports such as A/R aged trial balance, sales journal, etc. Older versions of the software gave the user the option to send a report (not a form such as invoice or statement) as inline text. However, it created formatting issues and the more recent versions now only allow for attachments.


Customer Communication Add-on

We have expanded the email capability in OSAS for users who need to send the same document to multiple recipients with our Customer Communication Add-on.

Here is how it works:

1. User assigns email type code for customers to receive the group document. e.g. MARKETING
2. User places the document or file into the OSAS ..\document\forms folder.
3. User accesses group email routine.
4. Identifies the document or file.
5. Enters the subject line.
6. Enters the email type code. Computer displays the list of customers who will receive the file.
7. User may optionally delete customers from the list.
8. User may add inline text to body of message.
9. User processes the batch. If system is flagged to send emails immediately, they are sent.
10. If system is flagged not to send  immediately, user goes to EMAIL QUEUE in Resource Manager, reviews            and processes.

Transmissions are captured to OSAS Email History. As part of the enhancement, a VIEW CUSTOMER EMAIL HISTORY screen is made available.

For more information, call (773) 502-5771 .
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