MaxMail: Email Module

Overview

MAXMAIL is a core module within MAXMONEY that enables your institution to send bulk email communications to clients. This functionality requires the purchase of email credits in advance, where each credit facilitates sending one email to one recipient. The maximum allowed file size for attachments per email is 7MB.

Setups

Before utilizing the MAXMAIL module, several essential configurations must be completed.

Module Enablement

• MAXMAIL Module Activation: Your Mycomax service provider must enable the MAXMAIL module for your entity.

Reply Email Address Configuration

• Entity Reply Email: Configure the email address that borrowers will see as the sender and to which they can reply.

  • Navigate to MAXADMIN > Legal Entity.

  • Search for your Entity.

  • Edit the Entity and complete the designated email addresses for replies.

User Access and Roles

To ensure users have the appropriate permissions for MAXMAIL functionalities:

• Access for MAXMAIL Setups: Users responsible for configuring MAXMAIL settings must have the following resources enabled in their role:

  • Navigate to MAXMONEY > Setups > Security > Roles > Edit Role.

  • Enable:

    • MAXMAIL General Setup

    • MAXMAIL Message Setup

• Access for MAXMAIL Features: Users who will be utilizing MAXMAIL to send communications must have the following processing and print permissions enabled in their role:

  • Navigate to MAXMONEY > Setups > Security > Roles > Edit Role.

  • Enable:

    • Processing: Client Letter of Balance

    • Processing: Client Letter of Demand per Loan

    • Processing: Client Marketing

    • Print & Reprint a Letter of Demand

    • Print & Reprint a Letters: Certificate of Balance

    • Processing: Client Statement of Account

General MAXMAIL Setups

• MAXMAIL General Setup: Complete the overall configuration settings for the module.

  • Navigate to MAXMONEY > Setups > MAXMAIL > MAXMAIL General Setup.

• MAXMAIL Custom Messages (Templates): Add or manage your custom email templates, typically used for marketing campaigns.

  • Navigate to MAXMONEY > Setups > MAXMAIL > Messages > MAXMAIL Custom Messages.

• MAXMAIL Message Setup Test: Send a test email to verify your configurations.

  • Navigate to MAXMONEY > Setups > MAXMAIL > Messages > MAXMAIL Message Setup Test.

Letter and Statement Template Setups

• Letter of Balance and Letter of Demand Templates: Set up the templates for these formal letters.

  • Navigate to MAXMONEY > Setups > Letters.

• Statement of Accounts Setups: Configure the parameters for client statements.

  • Navigate to MAXMONEY > Setup > Client > General.

Client Email Address Input

• Borrower Email Addresses: Ensure each borrower's email address is accurately entered in their client profile, as this is the recipient address for all MAXMAIL communications.

  • Navigate to Client Administration > Search for a Client > Edit Client > Address.

Scheduled Reports Setup

• Recurring Scheduled Reports: Configure the settings for reports that are automatically sent via email.

  • Navigate to MAXMONEY > Setups > Reports > Scheduled Reports Setup.

Logs

MAXMONEY provides logs to monitor the status and results of your email batch processes.

• Email Batch Client Statement of Account Log: View summary results of client statements sent in batches.

  • Navigate to Processing > Logs > Email Batch Client Statement of Account.

• Scheduled Reports Log: View the results of automated scheduled report processes.

  • Navigate to MAXMONEY > Processing > Logs > Reports > Scheduled Reports.

Batch Processes

MAXMAIL facilitates sending various types of email communications in batches.

Letter of Demand (Batch)

• To send Letters of Demand in a batch:

  • Navigate to Processing > Client > Process Client Letter of Demand per Loan.

  • For the Process Method, select "Email Letter to Clients."

Letter of Balance (Batch)

• To send Letters of Balance in a batch:

  • Navigate to Processing > Client > Process Client Letter of Balance.

  • For the Process Method, select "Email Letter to Clients."

Marketing Letter (Batch)

• To send CRM (Client Relationship Management) letters in a batch:

  • Navigate to Processing > Client > Process Client Marketing to select the client data.

  • Once the data selection process status is "Completed," go to the log.

  • Click the "Email" button to initiate the batch send.

  • From the dropdown list, choose the desired email message template from Custom Messages.

  • Select the checkboxes for the clients you wish to email (or click "Select All").

  • Click Send Message to send the custom message to the selected clients.

Borrower Statement of Account (Batch)

• Automatic Process: Statements are sent automatically once a day via a periodic task, according to the predefined setups.

Recurring Scheduled Reports

• Automatic Process: Timed processes automatically kick off once a day (at 23:59) to send reports as per your scheduled report setups.