February 26th, 2010
Finding email within eMail Manager is easy and fast with search fields located through-out the system. A Quick Search searches the keyword(s) of the folder your in (or all Folder in Folder View) and an Advanced Search lets you choose conditions such as Date Range, Starts With, etc. Users can even Search Deleted Emails that have not been purged. Here are the details for each:
Quick Search
For a Quick Search, click on the Search Field and type in your search terms. You can enter the ID, subject, email address or partial email address (e.g. tom@ and @thecompany.com). Click on the Search button.
eMail Manager provides a quick and easy way to search for all emails sent or received by the same email address. To do this, open an email from the person you would like to search. Click on the linked From address at the top of email. The system will automatically generate search results that include all emails sent to and received from this email address.
Advanced Search
The Advanced search allows you to search for content within the email based on specific criteria that is selected. The more data entered, the more refined the search. To access the Advanced Search function, click on the Search Field. Click on the Go To Advanced Search link that appears under the search field.
Advanced search can also be used to locate deleted email by clicking on Search Deleted at the bottom of the form.
- Select whether the search should match “All Conditions” or ” Any One of the Conditions” that will be specified.
- Select up to three criteria groups. Each group consists of the following parameters:
- Where to search for the keyword: From, To, Subject, Body
- How the system will look for the keyword: Equals, Contains Word(s), Contains, Starts With, Ends With, Reg Exp).
- The keyword to be searched. This can be a string of words, a word, or partial word.
- Select a date range. Dates should be entered as MM/DD/YYYY or selected from the Calendar icon.
- Identify whether to search in All, select one folder or multiple folders. To select multiple folders, hold the CTRL key while making the selection.
- Click on the Search button to submit the search.
When viewing search results, you can perform bulk operations such as moving selected emails to a folder, delete, etc.
Tags: QuickTip
Posted in General, How To, Organizing Email | No Comments »
February 20th, 2010
Each email in eMail Manager has basic elements necessary to receive, respond and track them.
ID: This is the ID number of the email. It allows the system to continuously track the email through replies and responses from the customer.
Date: Displays the date and time of the most recent email thread.
Age: The age of the email thread in days.
Email: The address from which the email was received. Each email address is preceded by one (or two) of the following icons:
Identifies that the original email is From a party
Identifies that the original email is To a party
Indicates that the last email is From a party
Indicates that the last email is To a party
Emails are also color coded by their state:
- Unread – red color
- Read – blue color
- Priority – green color
- Closed – blue with strike-out
Subject: The subject of the email as written by the customer.
Size: Displays the total size of the email in MB. This includes any attachments.
Follow Ups: Shown in the folder list of received emails. It represents the total number of follow ups (from users and email originators) associated with that email.
Category: A category as selected by an IFM eMail Manager user. It’s intent is to provide a mechanism by which you group emails within the same folder. You will be able to sort the column by Categories for review of multiple emails.
References: A customized reference entered when viewing the email. This column will only display if activated by an Super Administrator
Tags: QuickTip, Support
Posted in How To, Organizing Email | No Comments »
February 13th, 2010
You can perform a number of call to actions in eMail Manager, one at a time or all at once. Simply mark the checkbox next to the appropriate email (or click the Select All button) and select the Call To Action.
- Select All: Selects all emails.
- Clear All: Unchecks all checked (selected) checkboxes
- Invert Selection: Inverts checked email. For example, if you have 2 of 20 emails checked and you click on Invert Selection, the other 18 will be selected and the original 2 will uncheck.
- Delete Selected: This will delete all emails that are marked by the checkbox. To select all emails showing click on the Select All button.
- Print: Prints selected emails, including all associated threads.
- Add Note: Add the same note to all selected emails.
- Move to a New Folder: Select a folder from the drop-down menu and click on the Change button to its right. This will move all checked email to that folder.
- Change Status: Select a status from the drop-down menu and click on the Change button to its right. This will change the status of those selected emails.
- Set to a New Category: Select a category from the drop-down menu and click on the Change button to its right. This will move all checked email to that category.
- Set Reference To: Enter text into the Reference field and click Set Reference. This will populate the reference field with the reference for all checked emails. References must be activated by a Super Administrator.
- Move to a Different Section: Select a section from the drop-down menu and click on the Move button to its right. This will move all checked email to that section into the designated catch-all folder. Users will only see sections they have access to.
- Send Standard Reply: You can also send a standard reply in bulk. Choose the standard reply and add an Optional Subject (if applicable) in the blank field. The Optional Subject overwrites the original subject line for these emails only.
You can perform more than one call to action at the same time from the Folder View or one at time when viewing the email.
Tags: Admin, QuickTip
Posted in How To, Organizing Email | No Comments »
February 9th, 2010
Composing an email isn’t rocket science, but we thought our users might appreciate a few reminders of some special features that the system includes.
To compose a new email from a specific folder, click on the Folder name and then on the New Email button at the top of the page. The email you send will be saved in that folder and assigned an ID number. Any responses associated with that email will be tracked using that ID number.
- Recipients: Enter a To address or click on the linked To to view the Address Book. Click on the Add Cc or Add Bcc buttons to add a copy or blind copy recipient to the email. Click on the linked labels to view the Address Book. To Reply To All emails (including To and Cc), mark the corresponding checkbox.
- Enter a Subject and Body: You can use a Standard Reply or enter custom text. Signatures defined in the Options area will automatically appear in the Body at the bottom of the message you are entering. If no signature has been defined in Options, the default signature entered by an administrator in Maintenance: User Administration will be used.
- Enter Time Spent: If applicable, you can enter the amount of time spent addressing the email.
- Send the Email: You can send the email by clicking on the Send button. The Send button simply sends the email and leaves it at the same status, unless you select an alternative from the pull down menu. The Send and Close button sends the email and changes the status to Closed. You can also assign a Category or move the email to a different folder by selecting from the appropriate drop down menu.
- Save Email as a Draft: Instead of sending it, enter the To email and a Subject as well as content for the body (as if you were actually sending an email). Click on Save Draft. Your message will be saved in the folder and identified with a green tag icon. To view the draft, click on the linked email. To edit the draft, click on the email title. Click on the Edit Draft button to update. You can elect to Save the draft again or Send the email.
NOTE: Attachments and their paths will not be saved in draft mode.
Tags: QuickTip, Support
Posted in How To, Organizing Email | No Comments »
February 6th, 2010
IFModules eMail Manager allows users to track conversations within an email – either to and from the originator or by adding notes. How do you know which is which? Here is a quick reminder…
To check email for a specific folder, click on the appropriate ID or Subject. The email review page will display the original message and any replies, forwards or notes that are part of the conversation where the ID number is referenced. When an email thread receives multiple replies, all new replies are tagged in red for easy viewing. Each type of response is color coded for easy identification:
Original Messages from the sender – BLUE background color
Notes / System Note – GRAY background color
Replies – GREEN background color
Forwards – LIGHT RED background color
All interaction with the email will be saved in the database along with a date/time stamp and the interacting user name. You can also navigate from one email to the other, based on their ID number, by clicking on the Previous, Next or Next Unread buttons.
Tags: QuickTip, Support
Posted in How To, Organizing Email | No Comments »
