Email Overview

Connect mailboxes, send transactional and document emails, and use templates

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Email Overview

The Email module connects your mailboxes to VIA so you can send documents and messages, track correspondence against records (contacts, quotes, invoices…), and automate outbound mail with reusable templates.

What it does

  • Mailbox connection — connect one or more sending identities (SMTP and/or a provider) so VIA can send on your behalf.
  • Document emails — email a quote, order, invoice, RFQ, etc. straight from the document, optionally with the PDF attached.
  • Templates — reusable, variable‑driven subjects/bodies per document type. See Email Templates.
  • Synchronization — keep sent/received mail linked to the right records. See Synchronization.

Sending email from a document

Most document editors expose a Send action:

  1. Open the document and choose Send.
  2. VIA pre‑fills the recipient (from the linked contact/vendor), subject and body — from the matching template if one is enabled, otherwise a default.
  3. Choose whether to attach the PDF.
  4. Send. The message is recorded against the document for traceability.

Configuration

Configure email under Settings → Email:

  • Provider / SMTP — host, port, credentials, from‑name and from‑address.
  • Templates — enable and edit per‑document‑type templates.
  • Tracking options — link replies to records where supported.
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