USER MANUAL E-Mail
Contents
1. Mail History function LQ Pre requisites Mail exists in the mail history User Procedures 1 Click E Mail gt Mail History on the left menu S INM03 01 E Mail gt Mail History 14 05 2003 03 03 09 03 03 09 Sent z S E 14 05 2003 03 02 19 Sent T fester 0 School Picnic 14405 2003 02 58 21 Sent Delete 2 The past mails in the Mail History will be sorted in reversed chronological order of sent date and time Check the box es on the left of the mail s to be deleted 4 Click the Delete button to delete the mail s Li Post effects Deleted mails will be permanently removed from the system and there is no way to restore them back to the system LI Notes N A Copyright 2007 Education Bureau The Government of the HKSAR Page 17 All Rights Reserved2. Attachment button to add remove attachment files to from the e mail S IHM01 03 E Mail gt Mail Sending Add Delete Attachment Browse File Attached T SAMS dat 1856 byts 8 Click the Browse button to look for the attachment file and then click the Upload button to upload it to the WebSAMS server If the uploaded file is not the correct one mark the check box on the left of the file name and click the Delete button to remove it Copyright 2007 Education Bureau The Government of the HKSAR Page 7 All Rights Reserved WebSAMS User Manual Version 1 1 9 Click the Save button to add the attachment file to the e mail 10 In the mail sending main screen enter the Subject and the mail content 11 Specify the report options which is applicable only if any one of the 4 built in mail groups has been selected as the recipients 12 Click the Send button to send out the e mail LI Post effects 1 After sending a mail a new record will be created in the mail history regardless whether the mail is successfully sent out or not The status of Sent Processing or Sending Failed will be shown accordingly 2 If users select any of the four built in groups Staff Parent Student and Alumni or Past Year Student as the mail recipients the members of the selected built in groups will be listed in the E Mail Recipient Report which will be shown if the users choose to view
3. INM01 Mail Sending SCHOOL MANAGEMENT e Retrieve school level session class information STUDENT e Retrieve Student e mail address e Retrieve Guardian e mail address STAFF e Retrieve Staff e mail address SECURITY e Retrieve E Mail Settings e E Mail Recipient Report retrieves user ID from user account information 2 INM03 Mail History SECURITY e Retrieve Maximum Size of E Mail History Setting Copyright 2007 Education Bureau The Government of the HKSAR Page 5 All Rights Reserved WebSAMS User Manual Version 1 1 2 Operation Procedures 2 1 Mail Sending LJ Function Description Users can send out e mails through the Mail Sending function fj Pre requisites The WebSAMS server should have Internet connection 2 The WebSAMS server should have access to a SMTP e mail server usually provided by the ISP to which the school subscribes The SMTP server name e mail account and password to access the SMTP server must be correctly entered in the System Configuration function 3 If organizational e Cert for digital signature is used to sign the outgoing mails the e Cert should be installed in the WebSAMS server Then the location path and password of the e Cert must be correctly entered in the System Configuration function User Procedures 1 Click E Mail gt Mail Sending on the left menu S INM01 01 E Mail gt Mail Sending Tl TE 7 nere TCC CF Subject OE At
4. Option Report Format l PDF View Recipient Report only for the built in E Mail Groups of Staff Parent Student amp Alumni or Past Year Student yes C No S 4 Modify the subject mail content attachment files and mail recipients if required Follow the steps in Mail Sending Specify the report options Click the Resend button to resend the e mail Post effects After resending a mail a new mail history record will be created regardless whether the mail is successfully sent out or not The status of Sent Processing or Sending Failed will be shown accordingly Notes 3 If the Enable E Mail Function option in the System Configuration function has been disabled the mail will not be sent out If the size of an e mail exceeds the size limit of each e mail set in the System Configuration function the mail will not be sent out The size limit of storing each user s sent mails in Mail History is set in the System Configuration page The default value is 10 MB If the size limit of storing each user s sent mails in the System Configuration has been reached mails cannot be sent out any more These mails will not be stored in the mail history Copyright 2007 Education Bureau The Government of the HKSAR Page 16 All Rights Reserved WebSAMS User Manual Version 1 1 Delete Mail from Mail History L Function Description Users can delete the past mails through the
5. Users can add or remove a modify members of a mail distribution list through the Mail Group function B Pre requisites Mail Group exists User Procedures 1 Click E Mail gt Mail Group on the left menu 2 Click on the E Mail Group Name link Copyright 2007 Education Bureau The Government of the HKSAR Page 11 All Rights Reserved WebSAMS User Manual Version 1 1 3 To add new mail group members enter new pairs of E Mail Account Name and E Mail Address click the Add to Group button to add the e mail to the mail group Repeat the step until all members are added 4 To remove e mail address from the mail group select the e mail address to remove click the Remove from Group button to remove the e mail from the mail group S INM02 02 E Mail gt Mail Group gt Add Maintain E Mail Group Add Maintain E Mail Group E Mail Group Name English Teachers E Mail Account teacher1 lt teacher abeschool edu gt Remove from Group Highlight the e mail to remove and then click the Remove from Group button EMail EMail Account Address Name Note Maximum number of characters 1 E Mail Group Name 20 2 E Mail Account Name 40 3 E Mail Address 50 5 Click the Save button to save the changes LQ Post effects Changes to the group members will take effect immediately New mails sent to the mail group will be addressed to the updated list of members LO N
6. Web USER MANUAL E Mail Document 27e Copyright 2007 Education Bureau The Government of the HKSAR All Rights Reserved WebSAMS User Manual Version 1 1 Table of Contents 1 MODULE OVERVIEW si s ssscosccuecsuscshssvenscbetesassceestbeVietuavsdcssvascssessueesvesduccunesvessbassunsabutevedsdeesuseus 1 1 1 INTRODUC TION iceri a a a aaa LAA Pa RE e TTT 1 LAT ODO CtHVG ec see teh ea ise ER a AE a em ee 1 1 2 FUNCTION CHART TT 2 1 3 FLOW DIAGRAM ei anaa T raTa Eaa sites aH aaea da HO TET Hoa 3 1 4 INTERACTIONS WITH OTHER MODULESR 4 2 OPERATION PROCEDURES wisissscacestnaicicsisvesstovanasasadeubsauenepapevedvipamsassnanccauseosoueuensnesedevvasuensnsests 6 2 1 MAM SENDING oana eid ffi ede T e bed costes Bible e ahi a oat teats 6 2 2 MAT GROUP oiro a ld la tiie ited ita a sti Pai ete teats 10 Add Mail Group ioci ace iain ea aie Ri eee enn bene ee eos 10 Modity Mail Group iyi seers ated aie a esha dee PR eee eee alee e aa 11 Copy Mail Group zie stevie tet uat tec sedeo O ares anata EE a 12 Delete Mail Group 27 sees e Ra casas TSE RSS a aE Saa ahasa TREES LSE TE 14 2 3 MATIS TOR Yeo EE 15 View anid Resend Math erinin istina atea aaea aaa a ea eaen aia aa ate en 15 Delete Mail from Mail History isone ieni i i iE E Risa 17 Copyright 2007 Education Bureau The Government of the HKSAR All Rights Reserved WebSAMS User Manual Version 1 1 1 1 1 Module Overview Introduction Objective E Mail module
7. ahoo come c lt student yahoo com gt destudentd yahoo com gt e lt studentS yahoo com gt m BRI abo lt abc abc com gt r BRIA abecabc abe com Click the Add button at the bottom of the page Enter the E Mail Group Name Enter a new pair of E Mail Account Name and E Mail Address click the Add to Group button to add the e mail to the mail group Repeat the step until all members have been added Copyright 2007 Education Bureau The Government of the HKSAR Page 10 All Rights Reserved WebSAMS User Manual Version 1 1 S INM02 02 E Mail gt Mail Group gt Add Maintain E Mail Group Add Maintain E Mail Group E Mail Group Name English Teachers E Mail Account L Remove from Group E Mail fieacher E Mail freacher2 abeschool elu Account Address Name Note Maximum number of characters 1 E Mail Group Name 20 2 E Mail Account Name 40 3 E Mail Address 50 5 Click the Save button to save the new mail group Li Post effects Mail groups created will be displayed in the Select Group drop down box in the Select Mail Recipient pop up page B Notes 1 The mail group name cannot duplicate with any of the built in or user defined groups Duplication of e mail addresses within a mail group is not allowed Mail groups do not have specific owners All mail groups can be used by every user Modify Mail Group 0 Function Description
8. consists of two components Mail Group and Mail Sending Mail Group allows users to manage the mail distribution list easily by grouping the frequently used e mail recipients together The system provides four built in mail groups i e Staff Student Parent and Alumni or Past Year Students The members and their e mail addresses are captured from the Staff or Student modules The users can send out e mails view the sent e mails and re send an e mail by using the e mail sending and e mail history functions In WebSAMS receiving of e mails is not supported and the users need to make use of their own e mail account to receive reply e mails Copyright 2007 Education Bureau The Government of the HKSAR Page 1 All Rights Reserved WebSAMS User Manual Version 1 1 1 2 Function Chart E Mail INM Mail Sending Mail Group Mail History Copyright 2007 Education Bureau The Government of the HKSAR Page 2 All Rights Reserved WebSAMS User Manual Version 1 1 1 2 Flow Diagram Mail Sending Mail History Copyright 2007 Education Bureau The Government of the HKSAR Page 3 All Rights Reserved WebSAMS User Manual Version 1 1 1 4 Interactions with other modules Mail Sending Mail Sending Mail Sending Mail Sending Mail History Copyright 2007 Education Bureau The Government of the HKSAR Page 4 All Rights Reserved WebSAMS User Manual Version 1 1 LQ
9. it In this report the members having e mail addresses are the ones who can receive the mail B Notes Users can send out e mails but cannot receive e mails in WebSAMS All mails sent are not encrypted If the Enable E Mail Function option in the System Configuration function has been disabled e mails cannot be sent out 4 Optionally WebSAMS can be set up to use organizational e Cert to digitally sign the outgoing mails The relevant e Cert settings have to be properly entered in the System Configuration function before e Cert can be used 5 If organizational e Cert is set up e mail address of the e Cert will be used as the school s e mail address and shown as the sender address in the e mail Otherwise the School s E Mail Address for Return of E Mail by Recipients in the System Configuration page will be used as the sender address 6 If the size of the outgoing email exceeds the size limit of each e mail set in the System Configuration function the mail will not be sent out 7 If the size limit for storing each user s sent mails in the System Configuration has been reached mails cannot be sent out any more These mails will not be stored in the mail history 8 There are four built in mail groups Staff Student Parent and Alumni or Past Year Student For the Staff mail group the mail will only be sent to the active staff For the Student and Parent groups the users can specify the recipient to be the whole
10. ool Session AM S T Rre weet Copyright 2007 Education Bureau The Government of the HKSAR Page 9 All Rights Reserved WebSAMS User Manual Version 1 1 2 2 Mail Group To ease management of the mail distribution list by grouping the frequently used mail recipients together this function allows users to add copy update or delete mail groups In addition to the user defined mail groups there are four built in mail groups Staff Student Parent and Alumni or Past Year Student e These four groups are not shown in this function and cannot be deleted e They are only available during selection of mail recipients in the mail sending functions Add Mail Group L Function Description Users can add a new mail distribution list through the Mail Group function LQ Pre requisites N A User Procedures 1 Click E Mail gt Mail Group on the left menu S INM02 01 E Mail gt Mail Group K 2 e o E m naan O OOOO na m EME axabc abe com gt a lt studentl yahoo com gt abodefghijklranopars rstuvwiyz lt aaaaaaa abodef ghijelmnoparstuvwicyz com gt studentl lt studentl student com gt m Group Copied abodefghijklmnoparstuwarya lt aaasaaa abodef ghifklmnopgrstuywiyz com b lt b student yahoo com gt Student lt STudentl yahoo com gt Student eStudent yahoo com P Students a lt studentl yahoo com gt b lt student2 y
11. otes 1 The E Mail group name cannot be modified 2 Duplication of e mail addresses within a mail group is not allowed Copy Mail Group Q Function Description Users can create a new mail distribution list by copying the members of an existing mail group through the Mail Group function 2 Pre requisites A source Mail Group should exist Copyright 2007 Education Bureau The Government of the HKSAR Page 12 All Rights Reserved WebSAMS User Manual Version 1 1 User Procedures 1 Click E Mail gt Mail Group on the left menu S INM02 01 E Mail gt Mail Group dn AL E Mail Group Name E Mail List a lt abc abc com gt a lt studentl yahoo com gt abodefghijklmanoparstuvwxyacaaaaaaa abodet ghijelmnoparstuvwxy2 com gt studentl lt studentl student com gt G English Teachers teacher lt teacher abeschool edue teacher2 lt teacher2 abcschool edus P Group Copied abodef ghijkimnopqrstuyrwiya lt aaaaaaa al G com gt b lt b student yahoo cont Stade Student lt STudentl yahoo com gt Student2 lt Student2 yahoo com P Students a lt studentl yahoo com gt b lt student yahoo com gt c lt student3 yahoo com gt d lt studentd yahoo com gt e lt studentS yahoo com r oa abc lt abc abe com P BSA abc lt abc abe com gt p 2 Select a source group by checking the box on the left of the gro
12. permanently LO Notes Built in mail groups cannot be deleted Copyright 2007 Education Bureau The Government of the HKSAR Page 14 All Rights Reserved WebSAMS User Manual Version 1 1 2 2 Mail History This function allows users to view all the mails sent out by them and to resend the mail The users can also delete the past mails View and Resend Mail A Function Description Users can view and resend the mails through the Mail History function LQ Pre requisites Mail exists in the mail history D User Procedures 1 Click E Mail gt Mail History on the left menu S INM03 01 E Mail gt Mail History DSR R R 1405 2003 03 03 09 sent a ae 14 05 2003 03 02 19 Sent P fester 0 School Picnic 14 05 2003 02 58 21 Sent 7 Delete 2 The past mails in the Mail History will be sorted in reversed chronological order of sent date and time 3 Click on the link under the e mail subject to view the details in a pop up window Copyright 2007 Education Bureau The Government of the HKSAR Page 15 All Rights Reserved WebSAMS User Manual Version 1 1 B S INM03 02 E Mail gt Mail History 8 el CC Student gt gt Primary gt AM gt Primary 2 gt All Class Name Parent gt gt Primary gt AM gt Primary 2 gt All Class Name Co Subject School Picnic Attachment Picnic Notice doc 47616 bytes Report
13. school a single class level or individual class and only the current school year students and or their parents can receive the mail To send mail to past year students or graduated students the users have to choose from the Alumni or Past Year Student mail group and specify the school year Copyright 2007 Education Bureau The Government of the HKSAR Page 8 All Rights Reserved WebSAMS User Manual Version 1 1 9 Besides sending to every member in a mail group the users can also choose to send the mail only to certain group members To do this select the mail group in the Select Mail Recipient pop up page first click the Retrieve button and the e mail addresses of the group members will be listed Select the target recipients and then click the triangular icon to select the e mail addresses as the TO CC BCC recipients 10 In addition to selecting recipients from the Select Mail Recipient pop up window the users can also type in the e mail addresses of the recipients directly into the TO CC BCC input boxes of the Mail Sending page The e mail addresses should be separated by semicolon or comma 11 Sample E Mail Recipient Report as follows PRIMARY SCHOOL AM Type 2 E Mail Recipient List Sender te Subject School Picnic Send Date amp Time 14 05 2003 14 58 TO Recipient Cls Name Cls No English Name Chi Name User Type User ID E Mail Address School Level Primary Sch
14. tachment ae fi Report Format PDF lt View Recipient Report only for the built in E Mail Groups of Staff Parent Student amp Alumni or Past Year Student Yes C No al U Copyright 2007 Education Bureau The Government of the HKSAR Page 6 All Rights Reserved WebSAMS User Manual Version 1 1 2 Enter the recipient e mail addresses or click on any of the TO CC BCC link to select built in or user defined mail groups as recipients 3 Click on the TO CC BCC link and the Select Mail Recipient pop up window is shown 4 Select the mail group For the four built in groups specify the recipient filtering criteria S INM01 02 E Mail gt Mail Sending Select Mail Recipient Select Group Tob Student gt Primary gt AM gt Primary 2 gt 2A School Level School Session Primary AM Class Level Class Name all Class Name lt All Class Leveli id CCP parent Primary AM Primary 75 24 Click the icon to 1 add the group as E Mail List Retrieve the mail recipient D aaa Pp reset B ciose Staff Parent Student amp Alumni or Past Year Student are built in E Mail Groups 5 Click the right pointing triangular icon to select the group as the TO CC BCC mail recipients Repeat the above two steps to select as many groups as required 6 Click the Add button to make the selected groups the mail recipients 7 In the mail sending main screen click the
15. up 3 Click the Copy button 4 Enter the E Mail Group Name S INM02 02 E Mail gt Mail Group gt Add Maintain E Mail Group Add Maintain E Mail Group E Mail Group Name m cschool edu Emai Ean add to Group Account Address Name Note Maximum number of characters 1 E Mail Group Name 20 2 E Mail Account Name 40 3 E Mail Address 50 5 Modify the member list as required 6 Click the Save button to save the new mail group Copyright 2007 Education Bureau The Government of the HKSAR All Rights Reserved Page 13 WebSAMS User Manual Version 1 1 Li Post effects Mail groups created will be displayed in the Select Group drop down box in the Select Mail Recipient pop up page LI Notes 1 The mail group name cannot duplicate with any of the built in or user defined groups Duplication of e mail addresses within a mail group is not allowed Mail groups do not have specific owners All mail groups can be used by every user Delete Mail Group Q Function Description Users can delete a mail group through the Mail Group function LQ Pre requisites The mail Group to be deleted exists D User Procedures 1 Click E Mail gt Mail Group on the left menu 2 Select the group s to be deleted by checking the box on the left of the group s 3 Click the Delete button LQ Post effects Deleted mail groups are removed from the system
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