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Email a Note (zipForm Edition)

Summary

Describes how to send a transaction note as an email from the solution.

Context

Send a transaction note as an email when you need to share the note with another party, such as a transaction coordinator, or a buyer or seller.

You can send from the solution, from Microsoft email such as Outlook or Hotmail, or from Google Gmail.  You can manually specify recipients, select them from your existing address book contacts, or add them directly from your cloud contacts, such as Microsoft, Google, or Top Producer.

Before You Begin

Required: Existing transaction, existing recipient with valid email address, existing note

Optional:

Steps

To email a transaction note, do the following:

  1. In the global navigation menu, navigate to Transactions
    The list of transactions assigned to you opens

  2. Click the transaction containing the note you need to email
    The transaction summary page opens for that transaction
  3. In the navigation menu, click Notes
    The list of notes associated with this transaction opens

  4. Click E-mail
  5. Check any notes you need to attach to the email, and click SEND
    Note: You can add as many notes as you need, but all notes are converted into a single PDF attachment

    The email note popup opens
    The select recipients popup opens
  6. Optional: Do any of the following if you need to add an existing contact:
    1. Do the following:
      1. Do any of the following:
        1. Click Transaction parties to add a party to share with from the list of parties already associated with the transaction
        2. Click zipCRM Contacts to add a party to share with from your zipCRM address book
          Note: You must have zipCRM to use this function
        3. Click zipForm Contacts to add a party to share with from your address book
        4. Click Service Providers to add a party to share with from your list of partner and integration contacts
    2. Do the following:
      1. Do any of the following:
        1. Click Google Contacts to add a party to share with from your Google contacts list
        2. Click Microsoft Contacts to add a party to share with from your Microsoft contacts list
        3. Click More, and then click Yahoo Contacts to add a party to share with from your Yahoo contacts list
      2. Select your Google, Microsoft, or Yahoo account and login using your credentials for that service
      3. Check any parties you need to share with and click Done
    3. Click Done
      The select recipient popup closes

      The recipient field in the send email popup is updated to reflect your selections
  7. Do one of the following:
    1. Click E-mail if you need to send the notes as an email attachment
    2. Click Fax if you need to send the notes as a fax, and type the fax number in the Fax number field
  8. Optional: If you need to add or update the recipient list, type the email address in the Send to recipients field, or click add recipient and follow Step 6 above to add more recipients
  9. Optional: If you need to add or update the CC recipient list, type the email address in the Send CC recipients field, or click add recipient and follow Step 6 above to add more CC recipients
  10. Type a subject line for the email in the Enter subject field
  11. Type the body of your email message in the body field
  12. Optional: use the available formatting options to format the appearance of your message
  13. Optional: Check Attach Fax Coversheet to include a PDF fax cover sheet as a separate attachment, if the recipient needs to fax the note to another party
  14. Optional: Check Copy me if you need to send a copy of the email to yourself
  15. When you are ready to send the email, use the Send Using dropdown to do one of the following:
    1. Select zipForm if you need to send the email directly from the solution and click Send
    2. Select Gmail if you need to send the email using Google Gmail, choose your Gmail account address from the list in the popup that opens, sign in using your Gmail credentials and click Allow
    3. Select Microsoft if you need to send the email using Microsoft email, such as MS Outlook, or Hotmail and sign into your MS email account in the popup that opens and click Allow

The email is sent to the recipient with any selected notes as a single PDF attachment
The History tab of the transaction is updated to reflect your email

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