Email Statements Window

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The Email Statements window allows you to email PDF statements to clients for whom a final statement has been printed or previewed. Draft statements are not sent to the Email Statements window. Use this program to approve and send email statements when Email Statements has been selected as a delivery method for a client's Bill To record.

Note: If Tabs3 Billing is not configured for electronic payment processing, a message will be displayed at the top of the Email Statements window. Click the Learn More button to open the Tabs3 Pay Signup window or, if you do not have Manager rights, the Tabs3 Pay^® website.

The Email Statements window includes emails and PDF statements for Bill To records that are configured to receive email statements. Each record displays the following information:

Client ID	The Client ID column displays the Client ID associated with each email.
Client Name	The Client Name column displays the contents of the Client Name field on the Address tab of the Client file for each email statements record.
Work Description	The Work Description column displays the contents of the Work Description field on the Address tab of the Client file for each email statements record.
Contact	The Contact column displays the Full Name of the Bill To contact associated with the email statements record.
Email Address	The Email Address column displays the email address to which the statement will be sent. The Email Address is selected using the Bill To record.
PDF File Name	The PDF File Name column displays the name of the PDF statement that is attached to the email. Double-click the file name to open the PDF statement.
Timekeeper	The Timekeeper column displays the primary timekeeper number and initials defined for the client associated with the email statements record.
Hold	The H (Hold) column displays whether the email is on hold. Double-click this column or click the Hold button to add or remove hold status for a record. Marking a record as on hold will also mark the record as reviewed. A record that is marked as on hold cannot be sent until the check mark in the H (Hold) column is removed.
Reviewed	The R (Reviewed) column displays whether the email has been reviewed. Double-click this column or click the Reviewed button to add or remove reviewed status for a record.
Statement Date	The Statement Date column displays the statement date of the attached PDF statement. The statement date is specified when the Generate Statements program is run.
Statement Status	The Statement Status column displays whether the statement has been "Updated" and is ready to be emailed, needs "To Be Updated" before sending the email, or is a separate "Cover" statement.

 

Double-clicking in any of the columns above (excluding the Hold and Reviewed columns) will open the email message in the Email Preview window, allowing you to preview the email message and attached file(s) before sending it.

Note: The total number of emails sent to the Email Statements window per client is based on the Combine Matters and Cover Statement settings of the matter(s), and whether a client is set up with an additional Bill To record.

You can filter the records shown in the window by using the Options button. You can change the primary sort of the records by clicking a column heading. A sort indicator will be shown in the column heading indicating the primary sort order. Clicking the same column heading again will reverse the sort order and change the sort indicator to a sort indicator. The default sort order is Client ID. Records are then sorted by Contact.

Columns in the Email Statements window can be resized. To resize a column, move the mouse pointer between the desired column headings, then click and drag the column to the desired size.

The following buttons are available in the Email Statements window:

Options	The Options button can be used to display the Email Statements Options window, which allows you to limit the records shown in the Email Statements window based on Client ID or Primary Timekeeper. This window also allows you to display only email statements within a specific Statement Date range.
Refresh	The Refresh button or F5 can be used to update the information shown in the Email Statements window. Any clients that no longer meet the email statements options will be removed. New final statements that have been run for clients will replace the original PDF statements, except when statements have been updated or are open at the time of the refresh.
Hold	The Hold button can be used to mark the selected records as "on hold." Check marks will be placed in the H (Hold) column and the R (Reviewed) column. If the record was already on hold, the check marks will be removed from the H (Hold) and R (Reviewed) columns.
Reviewed	The Reviewed button can be used to mark the selected records as "reviewed." A check mark will be placed in the R (Reviewed) column. If the record was already marked as reviewed, the check mark will be removed from the R (Reviewed) column.
View/Edit Email	The View/Edit Email button can be used to open the Email Preview window to review and edit the email as well as view the attachment(s) that will be sent to the client. The Email Preview window can also be used to send the email, or mark the email as "on hold" or "reviewed."
Send Reviewed	The Send Reviewed button sends all email statements that have a check mark in the R (Reviewed) column of the Email Statements window. Only statements that have been updated can be sent. Therefore, if any statements in the Email Statements window have been reviewed, but not updated, you will be prompted to update statements before the email statements are sent. Any statements that have a check mark in the H (Hold) column along with a check mark in the R (Reviewed) column will not be sent until the hold status is removed.

Once statements have been successfully emailed, a status message will be displayed indicating the number of successfully sent emails. The records for successfully sent emails are removed from the Email Statements window. If an email fails to send, it will not be removed from the Email Statements window. After closing the Email Statements window, you will be prompted to print the Email Statements Verification List, which will list all emails that were successfully sent as well as any that failed to send.

Note: If statements have been successfully sent, but are returned due to errors on the receiving end, they have been processed in Tabs3 and cannot be resent via the Email Statements window. They must either be resent from the Sent Items folder of your email program; or, if there are many email statements, consider running the Undo Multiple Updated Statements program and then rerunning statements.

You can select multiple emails by holding the Ctrl key and clicking the individual emails. Alternatively, you can select a range of records by holding the Shift key and clicking the first and last records in the range that you want to select. Records that have been selected will be highlighted. Once selected, emails can be marked as "on hold" or "reviewed". If marked as reviewed and not on hold, all emails will be sent when Send Reviewed is clicked without regard to whether the record is highlighted.

The button on the toolbar can be used to delete an email from the Email Statements window and the attached PDF statement from the Statements folder. You will be asked to confirm that you want to delete the selected record(s) without being sent. All deleted emails will be recorded in the Email Statements Verification List.

Note: Deleting an email in the Email Statements window will not unbill a final statement, nor undo an updated statement.

The button on the toolbar can be used to close the Email Statements window. If any emails were sent, deleted, or failed to be sent, you will be prompted to print the Email Statements Verification List.

Best Practices when Running Statements Multiple Times

When final statements must be run multiple times, such as once to Tabs3 DropBox and once for copies to be mailed and emailed, generate the copy to Tabs3 DropBox prior to generating the copy to be delivered.

Use this method because the Email Statements window is only populated by previewing or printing a final statement. Statements sent to the Tabs3 DropBox or saved to a File will not appear in the Email Statements window unless they are sent/saved via the Preview window instead of the OK button. If you generate the printed statements first, regenerating the same batch to Tabs3 DropBox or File immediately after printing statements effectively unbills the email statements and removes them from the Email Statements window. Statements that have been updated will not be affected.

See also:	Email Statements Overview
	Selecting Multiple Records

Note: The "Client" and "Timekeeper" terminology can be changed in Customization. This terminology is used on all menus, windows, and reports. However, the labels "Client" and “Timekeeper” are used in all documentation.