Using Search Parameters, displayed at the top of the Message Monitor, you can locate messages based on various criteria, such as the recipient’s name, email address or subject line. Additionally, you can change the number of results by entering date or status criteria.
Accessing the Search Parameters and locating messages:
Select the Message Monitor tab. On top of the list, the Search Parameters are displayed:
Enter the required search criteria and click the Reload icon to update the list of displayed emails or press Enter.
For a description of available search criteria, please refer to the Table at the end of this article.
Once you have made your selection, the Serenata @mail program will locate and display the required messages. Depending on the number of resulting emails this may take a moment.
By default, the system always displays all emails from today, irrespective of status, plus ALL emails On Hold, irrespective of the date. This is to ensure that emails with this status are not overlooked accidentally.
The Search function allows a regular search, where you enter the first letters or the complete information you are looking for and a partial search, where you locate messages based on entering part of the name or address and prefacing it with a percent sign %.
Enter in Search:
- The first letter(s) of the email address of the recipient, the first letters or the complete name of the recipient, the first letters of the Subject line
- or the complete Reference ID.
Make sure that you have entered the required date range.
The system always displays today's date both in the From and the To Date fields.
Clear the Status checkboxes as required, if you only want to see emails with a certain status.
Next, click the Reload icon.
The system displays the results, i.e. all matching emails in the Message List.
Searching by any part of the name, address or subject
Sometimes it may be hard to remember exactly how a subject phrase begins or what kind of exact name or email address you are looking for/has been used. For these cases, you can search for a pattern or character sequence.
You can search for any part of a description, name or subject text simply by entering a percent sign (%) followed by the combination of characters you are searching for. The system will find all entries matching this phrase/word anywhere in the searched field.
For example, we enter “%serena” in the Recipient Address field and then click Reload.
The system will search all messages and return all emails containing this letter sequence anywhere in the Recipient Address field in the Message List.
If you want to search for a combination of patterns in a field, you need to add an extra percent sign (%) in the middle. For instance, if you are looking for all email addresses with “guest” and ending with “.com”, enter “%guest%.com” in the Recipient Address field. The system will locate all emails containing this letter sequence in the email address of the recipient, e.g., email@example.com, firstname.lastname@example.org, email@example.com, etc.
Message Search Parameters
|Recipient Address||Email address recorded for the recipient. Search by the entire email address or by parts of it. Using Serenata @mail, you can add and change recipients for the selected email.|
|Recipient Name||Name of the recipient. Search for any part of the recipient’s name or by the entire name.|
|Subject||Subject line of the email. Search for any part of the subject line by entering the respective string here.|
The Reference ID is the unique identifier of a reservation provided by the PMS. The Reference ID column displays the number whenever it is available. When you search by Reference ID, you are looking for all @mail correspondence related to one reservation.
Note: You must enter the complete number when searching by Reference ID.
Date range for emails. By default, the system displays all emails from today. Select another date range as required by entering a date or selecting dates via the Calendar button.
Note: Emails with the status On Hold are always displayed, regardless of the selected From/To date range.
Status of the email(s). By default, the system displays all messages from today, irrespective of status. You can select to display messages with a specific status by selecting or clearing the respective checkboxes.
Messages On Hold are always displayed in the Message List, regardless of the selected date range.
The Failed status is always accompanied by an error message, such as “Invalid email address” or another explanation.
Enter the required search criteria and click the Reload icon to update the list of displayed emails.
Note: You can click the Reload icon at anytime to refresh the message list.