When you have Sendgrid Email enabled, every client file will have an E-mail Log. The E-mail Log will contain all the incoming and outgoing emails between your software and the client. You can also send new email messages from this section.
Note: Even if you do not have the Sendgrid Email add-on, you are still able to send emails to your client. However, these are “Do Not Reply” emails — clients cannot reply unless you have the Sendgrid add-on.
Links and Buttons #
Calendar Year – Dropdown menu where you can select what year you wish to look at. Emails are grouped based on calendar year.
Add #
This will let you create and send a new email message to any contact in the client file.
- To – Displays all contacts in the client file. The contact must have a first name, last name, and email address to appear. Check the box next to a contact to select them.
- Cc – Used to carbon copy additional emails. The magnifying glass icon lets you search contacts.
- Predefined Message – Dropdown menu to select a predefined message. Setup: Admin > Messaging > Predefined E-mail Messages.
- Subject – Subject line for the email.
- Message – Field to type the message.
- Assign myself to this client’s communications – When checked, all communication (texts, portal messages, emails) will be assigned to that user.
- Billable Minutes – Number of billable minutes assigned to the message. Default settings found in: Admin > Core Configuration > Communication Security Properties.
- Send – Sends the message.
- Cancel – Closes the window without sending.
- Clear – Clears all fields.
Actions #
This button contains additional functions:
- Assign To – Opens menu to assign Users and set priority.
- Move – Allows you to move selected email(s) to another client file.
Complete #
Marks selected messages as completed/closed. Closed messages will have an End Date and will no longer appear as new.
Field Descriptions #
Column Headers #
- Total Emails – Displays the total number of emails for the year.
- Open – Displays the total open messages.
- Received – Number of received messages for the year.
- Sent – Number of sent messages for the year.
- Automatic Notifications – Number of system-generated automatic emails.
- Billable Hours/Amount – Displays total billable hours and amounts tied to emails.
Message Information #
- Actions – Contains View and Edit buttons and a checkbox.
- View shows the message and allows Reply, Reply All, or Move for inbound messages.
- Edit allows editing of Notes, assignment fields, and dates. For outbound emails, only Billable Minutes can be edited.
- From – Who sent the message.
- To – Who received the message.
- Subject – Email subject line.
- Note – Displays internal notes.
- Assigned To – Which staff member the message is assigned to.
- Assigned/Due Date – Displays assigned date, due date, days overdue, and priority for inbound messages.
- Dates/Times –
- Outbound: displays sent date and time
- Inbound: displays created, start, end dates and how long it has been open
- Type – Identifies message type: Received, Composed / Replied, or Automatic Notification.
- Billable Hours / Amount – Shows total billable time and amount for that email.
Message Status Colors:
- Grey = outbound email
- Blue = closed inbound email
- Yellow = open inbound email