• Overview
• Setting the default email address and email server
• To email a batch of documents by client
• Entering and testing an email connection
• Creating and saving a batch set
• Entering filters for documents emailed in a batch
• Setting properties for the PDF document
• Reusing a batch set
• To check the log for a batch email
• Troubleshooting batch emails

To email or print a batch of documents by client

1. On the File menu, click Client Batch Email/Print.
2. Time allows the settings that created a specific emailing or printing to be saved as a batch set for resending or for basing future jobs on. The selection of documents, recipients, filters, subject, message, and signature may be saved in the batch set. Do one of the following:
• Click the New button to create a new batch set.
• Select an existing batch set as is.
• Select an existing batch set and click Properties to change one or more of the settings.

3. Select the applicable clients by checking the boxes () beside their names. Use the Select All button to add all of the clients to the list quickly. Clients with blank check boxes () are not included in the batch. You can filter the client list using the "Filter" button to refine your list of applicable clients. See Client Filter for more information.

   Note: The default output type can be changed in the table, if required.

4. Select one of the following:
1. If the print batch is to be produced on labels, select the applicable label document to use. The list displays all CaseView labels, letters and envelopes in the file, however only labels can be printed from this dialog. Choose one of the available sizes of Avery labels.
2. If the print batch is not to go on labels, make sure the Label box is empty. To clear the box, select the contents and click the delete button.
5. Select the print order.
6. Set applicable filters for aging, balances, and dates. Any other From/To filter must be set in the individual document's properties.
7. In the left window is the Document Manager for the company file. Select the documents to include in the email or print out.
   1. To include documents, select the document in the left window and then click the Add button.
   2. Hold down the CTRL button to select multiple documents, particularly when they are not consecutive.
   3. Hold down the shift button to select a block of documents.
   4. Use the Select All and Deselect All to build or reduce the list quickly, especially when the document list is long.
   5. To delete the assignment of a document to this project, select the document in the Documents (right) window and then click the Remove button.
   6. Selected documents are indicated by a red checkmark across their icons.
   7. When emailed, a single document is created for each top level listed in this pane. When the document is collapsed, click the Plus button () to view the documents contained in each proposed document.

   Note: You do not have to include an attachment to a batch email.

8. The contents of each document consist of the combined documents selected from the Document Manager in the order in which they are listed in this pane. If applicable, reorder the documents in the Document Sets window. Click a document's icon and drag it up or down to its new position.
9. As applicable, click New to add one or more documents to the message or click Properties to set specifications for the existing document(s).
10. Click the Email Settings button to set properties for the email.
11. Click the Printer Setup button to set properties for the printer.
12. Click Process . A Process selection dialog will appear to select the type of output.

Time displays a progress bar while the batch is being processed. If an interruption or failure occurs you can check to see how much of the batch was successfully processed before the failure.

Notes

• Security settings are now available for PDFs emailed using the Client Batch Email dialog. When you click Process, the PDF Attachment dialog appears, which shows your security options. You can use password security to control who has access to the PDF and the kind of access they have when they open the document in PDF software applications.
• Depending on different email settings, some emails containing Time documents may end up in the recipients' junk e-mail folder. To prevent, we recommend that you ask the recipients to include your email address in their email address book so that the email will be directed to their inbox and not to the junk folder.
• If your message fails to be sent, click the Email Logs button to check the log for the batch.