IMS Documentation
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IMS Documentation › Manage › Email Contacts

Email Contacts

Email Contacts is the personal recipient directory used by IMS email features. Each IMS user maintains their own contact list and can organize contacts into Email Groups for faster selection when sending reports or other email output.

Open the screenManage → Email Contacts.

Your personal contact list

The Email Contacts screen loads contacts belonging to the currently signed-in IMS user. Contacts created by another user do not appear in your normal contact list.

Each record contains an IMS-generated ID, a Contact Name, an Email Address, and optional group memberships.

Create an email contact

  1. Click New.
  2. Enter the Contact Name.
  3. Enter the Email Address.
  4. Optionally use + in the Groups area to assign the contact to one or more Email Groups.
  5. Click Save.

IMS requires both Contact Name and Email Address, validates that the email address is correctly formatted, and prevents the same email address from being saved twice in the current user's contact list.

Assign contacts to groups

The Groups section lets you associate one contact with one or more Email Groups. Use + to choose groups and − to remove selected group memberships. When you save an edited contact, IMS replaces the stored group assignments with the groups currently shown on the form.

Why groups matterA group can be selected later in the IMS recipient picker, adding all contacts assigned to that group to the Send To list at once.

Edit or delete a contact

Select a contact and click Edit to change the name, email address or group memberships. Use Cancel to discard unsaved changes.

Delete removes the contact after confirmation and also removes its Email Group memberships.

Using contacts when sending email

When an IMS function opens the Select Contacts window, you can switch the search source between Contacts and Groups, type into the filter box, and double-click a contact or group to add recipients to the Send To list.

Selecting a group expands it to its member contacts. IMS avoids adding an already-selected group member a second time. The Clear button empties the current Send To list, and OK returns the selected recipients to the email function.

Quickly add a new address while sending

If you are searching the Contacts list and type an email address that is not found, IMS can show a Save button directly in the recipient-selection window. After validating the address, IMS saves it as a new personal Email Contact and immediately adds it to the Send To list.

Convenience featureThe quick-add contact uses the email address itself as both the contact name and email address. You can later open Manage → Email Contacts and replace the name with a friendlier description.

Personal contacts and public groups

Your Contacts list contains only your own saved contacts. The Groups option in the recipient picker can show both groups you created and groups that another IMS user marked as Public. Selecting a public group adds the contacts assigned to that group.

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Email GroupsCreate personal or public recipient groups for faster email selection.
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Main Sales ReportOne of the IMS reports that supports Send By Email.
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Store Sales ReportGenerate and distribute store sales results.