Tutorial 4: Sending Clovis data

Please note that to send Clovis data, you need a sender licence. When you registered, you received a sender licence for a folder called Create Folders. You can use the Create Folders folder to practice sending.

Sending Clovis data using the built-in grid
To send data using the built-in grid, right-click on the contents of the Clovis folder. Make sure that ‘Use Excel as Mail Editor’ is unchecked, and select ‘New’ to create a new Clovis mail. In the ClovisEditgrid window, fill out your data. Add recipient names in the To: field. When you are ready to send your data, click the ‘Send’ button. To set various data behaviours before sending, please have a look at Configuring mail settings below.

Sending Clovis data using Excel

Preparing your data:
The quickest way to get a properly formatted spreadsheet for use with Clovis is to right-click on the grid view of the folder you want to use, and select ‘New’ and then ‘using Excel’. This will open a blank spreadsheet which will have all the correct field names. You can then paste or type your data into the appropriate columns.

Help! I want to use an existing Excel spreadsheet to send to Clovis.

To send data from Excel, finish editing your data, and select the ‘File’ menu. From that menu, select ‘Send To’, and then ‘Clovis’. The ClovisEdit window will appear with your data in it. Add recipient names in the To: field. When you are ready to send your data, click the ‘Send’ button. To set various data behaviours before sending, please have a look at Configuring mail settings below.

In the ClovisEdit window, you can modify a number of settings for the mail you are about to send. These settings include, among others, expiry date, data behaviour and exportability. To access these settings, look for a row of tabs in the ClovisEdit window, just below the Subject: field.

Select the tab marked ‘Content Options’ to set data behaviour, expiry date and record matching criteria.

• Data Behaviour
  • Add - ignores existing records: this will add the records in your spreadsheet to the original folder content;
  • Update/Add - matching records: this updates the contents of the folder; provided matching records are found;
  • Replace - all records: this will replace all the records you have sent previously with the new data;
  • Delete - matching records: this will delete all records that you have sent previously, provided they match the new data you are sending;
  • Clear - all records: this will clear all records you have sent previously out of the recipient's folder.
• Expiry Date
  • None – the data you are about to send will never expire;
  • Now + __ d __ h __ m – here you can specify how many days, hours and minutes you want your data to live before expiring;
  • Date – use this option to let your data expire on a particular date.
    
• Record Matching
  Clovis uses the criteria set here to determine whether records match or not. Select columns that are likely to have unique data in them, for example columns containing numbers. For more information, see FAQs.
  
• Save these settings for next time: when this checkbox is ticked, all the settings you define will be retained for the next mail you send.

Select the tab marked ‘Delivery Options’ to define recipients and encryption.

• Recipients
  • These recipients (or Group name): add the names of your recipients here. You can also add the name of a distribution list from your address book;
  • Predefined Mailing List: using Clovis' built-in Mailing List Manager, you can set up your own distribution lists. Use the button marked ‘Mailing Lists...’ to access the Mailing List Manager;
  • Type directly into To: box: for one-off mails, type the recipient name directly into the To: field;
  • Send as BCC: when this checkbox is ticked, the mail will be blind-copied. This means that recipients' names and addresses will be hidden. This is useful when you don't want recipients to see each other's names and e-mail addresses.
  • Copy to Self: when this checkbox is ticked, a copy of the message will be sent to you.
• Intended readability:
  • Anyone – the data will be readable by anyone you send it to. The e-mail will not be encrypted, and any recipient with Clovis will not need a reader certificate.
  • All Clovis users – the data you send will be encrypted, and only recipients with Clovis installed will be able to read the data.
  • My licenced recipients – the data you send will be encrypted, and only Clovis users with a reader certificate for you as a sender and the folder you are sending to, will be able to read the data.
    
• Save these settings for next time: when this checkbox is ticked, all the settings you define will be retained for the next mail you send.

Select the tab marked ‘Advanced Options’ to define an alternative Reply-To address, exportability of your data, and latest processing time.

• Subsidiary Email Addresses (override)
  • Reply To: the address recipients will use when replying to Clovis data. By default, this is set to your Clovis e-mail address.
  • Administrator: the address administrative notifications, such as recipient absences, will be sent to.
• Latest Processing Time
  Returning after an absence, recipients may receive many Clovis mail with out-of-date content. This setting prevents such mails being processed. This setting defaults to the data expiry time, if this is set.
  • None – no latest processing time;
  • Now + __ d __ h __ m – specify the number of days, hours and minutes before the latest processing time limit is reached;
  • Date – use this option to prevent your data from being processed after a certain date.
• Prevent Exporting of Data: when this checkbox is ticked, recipients will not be able to edit or export the data you send.

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