Difference between revisions of "Emails"

Revision as of 16:26, 12 March 2025

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Introduction

This page will demonstrate the different ways you can use emails in your system. It is important to note that your database needs to be connected to your Outlook account. This will enable all of your users to utilise the email features in Charitylog. To set this up, click here for more information.

Syncing User Accounts

In order for your user account on Charitylog to communicate with your Outlook account, you need to Sync your user account. Note you only need to do this once. To sync your account, click on your username and then click on Edit my Preferences, then click on Third Party Details. You will then see the Sign in with Microsoft button which will ensure you are signed on with your Microsoft credentials. Your Outlook inbox will now be available in Charitylog and you will be able to send emails from your outlook address, directly from the client record.

Sending Emails from Records

Once you are in a record, you can send an email directly from the General Details page as this usually contains the email address. Just click on the email icon as seen below.

It will then open the Compose email screen. You can choose to link the email to a referral which will automatically save the email to the referral which will be visible on the History page. If you dont wish to link to a referral, it will be stored on the Email section of the record.

You can then write your email as normal, include a subject just like you would with a regular email as well as change the font, add bullet points, hyperlinks and so on. Once you are done, press Send Email.

Using Template Emails

To send a template email from the record, you will have to click on the Email section. If this is not switched on, click here to see how it can be enabled and moved to a convenient position.

You will then see the Compose Email button which, when pressed will display all the available email templates which have already been set up. Simply select the template you require.

Once you have chosen the template, it will then allow you to edit the text and add any other relevant information which may be useful.

Once you are happy with the email, click Save and Preview button which will display the finished email prior to sending. It will offer you a choice to link to a referral and also allow you to send by clicking on the Send Email button. a copy of this email will be stored on the Email section.

Email Inbox

Receiving Emails

Sending Email Confirmation for Appointments

First, you will need to set up a Template which will auto-populate with the client details and details of the Further Action. Click on the History page and locate the referral which has the Further Action on it. Click on the small red arrow to reveal the Compose Email button.

You will then see a list of all the email templates available. Choose the email confirmation template that you have previously configured. The email will now include details from the client record and details from the Further Action on that referral. Once you have sent the email, a copy of it will be saved automatically on the referral. It will also be stored on the Emails section of the client record.

Note that you can use this principle to send other templated emails that pertain to the referral.

Adding Shared Mailboxes

You will be able to access any shared mailbox you can in Outlook. To add a shared mailbox, click on your username, then click on Edit my Preferences, then click on Third Party Details. Then, type the name of the mailbox and click the Pus symbol. The shared mailbox will now appear in your Charitylog Email Inbox.