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.