Proposal for email sending application

In short the process consists of 3 parts:


Part 1. Design of e-mail
Design of e-mail would be as usual, using Microsoft Word with 2 notable differences

1.You will be given a template, which capture the most essential parts of your email and you will only modify the text of the email, not changing the design. This will assure consistency and correctness of HTML display.

2. The final design will be saved by you as HTML format. This will allowed to send your e-mails as HTML e-mails, not as PDF, which is more compatible and easy on a size.


Part 2. Server upload.

Because e-mail will be composed and send from your server it need to be uploaded on a server. For this we will have to create a server program, data base and web page acting in cohort.

Minimum skills web page will allow to upload one HTML page and/or one file attachment if needed.

Web page will be accessible via keyword or MS Access file, depend on your preferences.

Approximation how it would look like:




Using button "Browse" you will find your HTML file, then click "upload"


Part 3. Sending e-mail

Sending e-mail will have 2 modes – testing mode and a real mode.

In testing mode you will able to send to one e-mail address of your choice. This will assure correctness of sending information and it display before actual sending.

In real mode you will able to send email to all people in your system or if choose so, to a group of subscribers.
Sending email will be made by a single button click.




Logging protocol
All letters will be collected on a sever in a form of file and associated data base records
All email sends also will be recorded for each email address for each letter. This will assure if email in your collection is not responsive or incorrect you will not send email on this address again.

Your client will be provided with ability to unsubscribe from auto emails.


Email forwarding and server issues
Email address from which email be going is mailer@gulfregionaldrugtest.com or something like that. This is only host available for me to do that.

This email address will forward all recalls if we going to decide so to a selected address. Alternative is checking it on mailer’s inbox.

Final Note:

It is only a proposal. Any part of it could be changed if nessasary to accomodate your needs.

Galf Regional Updates. Proposal # 2

Reports for the web site.

There 3 reports I come up with so far for a single company.

Report 1 will generate a random numbers and print them in Report/PDF Format by choice of the Company representatives.



Similar to this.

2. Report will summarize the results of drug testing in this way:



3. Standard All Names and Testing Results, like that, but with Title and accreditation of Gulf Regional.

Gulf Regional Update Proposal # 1

Introduction Of Supervisor Capabilities and logins.



Currently authorization works like this. One company may have more then one contact person.



Request is to design a different structure - one contact (Supervisor) would be able to oversees more then one company.

This leads us to modification of the web site authorization algorithm as follows:


This also leads us to developing additional 2 tables - Supervisors and List of companies the would be able to have access to.


Administrative application also will have to be updated with new buttons and forms to support this authorization.



The proposal #2 regarding on-line reports will follow.

Sending mail instructions and help

During first few day of working with send mail button I have found a few issues which were preventing from properly function of this feature.

1. Too many emails.

Currently there 350 email accounts listed in a data base. If you will try to send them at once you will receive error in a line 22. Which means you have too many emails to be in your "bcc:" text box of your e-mail program. Currently most of mailing programs permit limited amount of addresses to be send at once. Most of them limit this to about 100 emails at the same time.

There 3 ways you can make it work:

a) Manually select under a 100 emails at once to send e-mails
b) Create lists with less amount of e-mails in it.
c) Use text box on a bottom of the page to copy and paste email account in smaller portions. And send more then one email.



2. Multiple emails

If company has more then one e-mail, by clicking on a company check box you will send e-mails to all people in a company. Be aware, that if you put 2 or more times the same email address for each contact, the same address will be hit more then one time with the e-mail.

So, the good practice is to put only one the same e-mail for one company. Otherwise your clients may became very annoying with repeating e-mails.

3. No emails.

If you have no email address for the person - do not put anything in a box. Because when you will try to send e-mail to the address "no address" it will make an error.


4. Erroneous emails.

There are some emails I can see have mistakes in it.

For example such e-mail do not exists. Symbol "&" will generate an error in your mail program.

Be mindful of this. You may cost troubles to anyone who will use this list.

Gulf regional Contacts Version 1.09

Order On Company List has been fixed.

Gulf regional Tests Version 1.04

Improvements in Reporting System:

1,2 - Grouping report made more clear.
3 - Total Summary Report, grouped by Company, Reason and result.
4. (New!) Export Company Report to File
5. Summary Report For Company
6. (New!) Export Summary Company Report To File

If you click on button to Export to File Report you should get a choice, which format you want to select for export. This can be handy for emailing those report to the clients.

Gulf regional Contacts Version 1.08

2 Visible updates:
1. Hight the application was changed, which supposedly should help to fit it in 763 high screen.

2. Added Scrolling field into "More" tab text field.