Microsoft Changes Affecting ETMS Emailing Functions - Contract Tracking Emailing Workaround

This article outlines the manual emailing process for Contract Tracking reports in ETMS, which is required due to Microsoft authentication changes impacting system-generated emails. For full context and background, please refer to Service Bulletin #100: Microsoft Changes Affecting ETMS Emailing Functions – Action Required.

This workaround ensures that Contract notifications continue to be sent reliably while system updates are pending.

Manual Emailing Process for Contract Alerts

There are two options for manually sending Contract Tracking alerts:

• Saving and attaching a PDF (Method 1), or
• Sending a screenshot with typed alert details (Method 2).

While both methods are valid, Method 1 is most similar to the original system-generated email process, making it a more familiar option for many users. However, it may require a few extra steps. Teams looking for a quicker approach may prefer Method 2, especially when fewer alerts are involved.

Method 1: PDF Attachment

1. Go to Contract Alerts
2. Click Create Alerts
3. Click Display Alerts
4. Click Print
   
5. Save the alert letter as a PDF.
6. Open Outlook on your local machine
7. Create a new email:
   • To: Email addresses from the contract alert under display alerts
   • Subject: "Please review Contract #"
   • Body: "Please review Contract #" and attach the PDF
8. Send Email
9. Repeat steps for each alert.

Method 2: Screenshot and Manual Message

1. Go to Contract Alerts
2. Click Print Alerts
   
3. Take a screenshot of the Alert Report
   
4. Open Outlook on your local machine.
5. Create a new email:
   • To: Email addresses from the contract alert under display alerts
   • Subject: "Please review Contract #"
   • Body: "Please review Contract #" and type the alert message on the right-hand side as shown below.
     
6. Send the email.
7. Repeat steps 1-6 for each alert.

Final Step: Record Alert Sent Date

Complete these steps regardless of which emailing method you choose.

1. Go to Contract Maintenance
2. Choose the Contract the alert was sent for.
3. Add the Alert Sent Date to the appropriate screen:
   1. Either the Contract Master screen, or
      
   2. The Information screen, by choosing the reference number on the contract alert.
      
   3. Repeat for each alert sent.