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Send e-mail and use mail templates

Last updated on Sep 08, 2025

You can use Aam Digital to store contact details as well as any interactions with your participants, partners and colleagues in one place. This way, the latest information is available to everybody in the team, even offline without an internet connection. If you communicate with participants or partners by e-mail, the Mail Feature is designed to make it easier to send e-mails and documenting them in the case.

Aam Digital is not a classic "CRM" (customer relationship management) system. If you primarily communicate digitally with your participants and need to document these interactions, a different software with more automation around digital communication channels may be better suited to your needs. Aam Digital's unique strength is as an offline-functional, very flexible and easy-to-use platform for internal documentation

Required structure for use

E-Mail field

In order to use the Mail Feature with a record, that record must have an e-mail field:

  1. In the Data Structure of the record type, add or edit at least one field to be of type "Email" (also see "Adding a new field"):

  2. For the specific record you want to send an e-mail for, do enter a valid e-mail address in the profile

Sending an e-mail template

Send Mail

You can send an e-mail to one or more recipients:

  • From the details view of a record (if it has a valid e-mail field):

  • From the "bulk actions" in a list view:

This opens a small dialog through which you can select an existing message template (see below for details on managing templates). Select the template and confirm to "Send Email".

The Mail Feature is integrated with your local mail application (e.g. Outlook, Thunderbird, ...). Aam Digital now opens a new draft e-mail in that app, prefilled with the recipient, subject and text. Your standard e-mail server, signature and other settings will be used automatically.

You can edit the message before actually sending it, if you want to make adjustments.

Document message as note

If you checked the option to "create a note to document message", Aam Digital will also automatically open a new Note within the case management system. This is prefilled with the subject and message and linked to the recipient case profile(s).

Add any additional context that may be important for you and your team to know about this message. When you save the note, this will document the e-mail in the system for you and your colleagues.

Please note that changes you make to the e-mail text in your mail client (and whether you actually really send out the e-mail) are not accessible to Aam Digital. You will have to remark this manually in the note to document it, if necessary

Managing email templates

You can create multiple e-mail templates and link them to one or more of your record types. Use the link in the e-mail dialog or the Admin Overview menu to access the list of E-Mail Templates:

Create or edit the template messages to be offered to users:

Configuring your default e-mail application

Aam Digital uses that email client on your device that is configured as the default application in your operation system for handling e-mail. If the "Send Mail" button in the steps above does nothing - or opens an app that you do not normally use to send email - you should update the settings directly in your operation system (Windows / MacOS / Android / iOS / ...).

Please refer to one of the following guides or similar instructions: