How to Use Send Mail Text in iDempiere

Send Mail Text is the iDempiere process that sends personalized emails to multiple recipients using a selected Mail Template.

Businesses use it to reach Interest Area subscribers or Business Partner Group contacts with product updates, promotions, and notifications in a single run.

Each recipient receives an individually generated email through the Tenant’s configured SMTP server, with the results logged for review.

Process Flow

Business Rules

• A Mail Template is mandatory; it supplies the email subject and body.
• Recipients come from either an Interest Area or a Business Partner Group.
• Interest Area recipients must have an active subscription with no Opt-Out Date.
• Business Partner Group recipients must belong to an active Business Partner.
• Recipients must have a valid email address to receive the message.
• Self-Service Interest Areas automatically append unsubscribe information.
• If From User is blank, the Tenant Request Mail User sends the emails.
• Each recipient is emailed only once per run, even if matched more than once.
• Every email sent is recorded in the Mail Template’s User Mail history.

Prerequisites

• Mail Template created with Subject and Mail Text.
• Interest Area configured with active subscribers, or Business Partner Group configured with contacts.
• Tenant SMTP configuration completed and tested.
• Recipients have valid, active email addresses.

Configuration Steps

Step 1: Select the Mail Template

The Mail Template supplies the subject and body content used for every email generated in this run.

Navigate to Send Mail Text and select the Mail Template to use, for example Product Updates.

Field	Sample Value	Purpose
Mail Template	Product Updates	Supplies the email subject and body for all recipients

Step 2: Choose the Recipient Source

The recipient source determines who receives the email: Interest Area subscribers or Business Partner Group contacts.

Select either Interest Area or Business Partner Group, not both, to define the recipient list for this run.

Field	Sample Value	Purpose
Interest Area	Product Updates	Sends the email to active, opted-in subscribers of this Interest Area
Business Partner Group	Blank	Alternative recipient source; not used in this run

Step 3: Optionally Select the From User

From User determines which mailbox sends the emails; leaving it blank uses the Tenant Request Mail User instead.

Select a From User if a specific sender mailbox is required, or leave it blank to send from the Tenant’s default mail user.

Field	Sample Value	Purpose
From User	Blank	Uses the Tenant Request Mail User as the sender
Run as Job	Unchecked	Runs the process immediately instead of in the background

Step 4: Execute the Process

Running the process generates and submits a personalized email for every eligible recipient.

Click Start to run the process immediately using the selected Mail Template and recipient source.

Step 5: Review the Process Result

The result summary confirms how many emails were created and flags errors for follow-up.

Review the summary line, for example Created=3, Errors=0, and the per-recipient OK or ERROR list showing each email address.

Field	Sample Value	Purpose
Result Summary	Created=3, Errors=0	Total emails generated successfully and errors encountered
Recipient Log	OK – pr98@gmail.com	Confirms successful delivery submission for each recipient

Common Issues and Resolutions

Issue	Cause	Resolution
SMTP Authentication Failed	Incorrect SMTP credentials	Verify Tenant or User SMTP configuration
Created=0, Errors>0	Invalid sender configuration	Verify From User or Tenant Request Mail User configuration
Email not received	Recipient email missing or invalid	Verify the recipient’s email address
Variables are not replaced	Incorrect Mail Template variable used	Use supported variables such as @Name@
Unsubscribe information missing	Interest Area is not marked as Self-Service	Enable Self-Service on the Interest Area if unsubscribe information is required
Recipient skipped silently	Same user matched more than once in the recipient list	Expected behavior; the process sends only once per recipient
Recipient marked inactive after run	Email address failed validation	Correct the recipient’s email address and reactivate the User

Next Steps

• Review the process summary for Created and Errors counts.
• Verify recipient delivery and check the Mail Template User Mail tab.
• Update or reuse the Mail Template for future communications.
• Address any invalid email addresses flagged during the run.