Difference between revisions of "Emails"

Latest revision as of 14:49, 17 March 2025

Introduction

This page demonstrates 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 utilize the email features in Charitylog. To set this up, click here for more information.

Syncing User Accounts

For your user account on Charitylog to communicate with your Outlook account, you need to sync your user account. Note that you only need to do this once. To sync your account, click on your username, then click on "Edit My Preferences," and then click on "Third Party Details." You will then see the "Sign in with Microsoft" button, which will ensure you are signed in 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.

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," and then click on "Third Party Details." Type the name of the mailbox and click the plus (+) symbol. The shared mailbox will now appear in your Charitylog Email Inbox.

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 shown below.

It will open the "Compose Email" screen. You can choose to link the email to a referral, which will automatically save the email to the referral and make it visible on the "History" page. If you don't wish to link it to a referral, it will be stored in the "Email" section of the record.

You can then write your email as normal, include a subject, 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 available email templates that have already been set up. Simply select the template you require.

Once you have chosen the template, you can edit the text and add any relevant information.

When you are satisfied with the email, click the "Save and Preview" button to display the finished email before sending. You will have the option to link it to a referral and send it by clicking on the "Send Email" button. A copy of this email will be stored in the "Email" section.

Email Inbox

You can now display your regular Outlook inbox in Charitylog. This is ideal if you want to process an email related to a client in Charitylog. Rather than copying information from the email into Charitylog, you can process it directly in the system.

To view your inbox, click on the Contact Management tab, then click on Emails Inbox.

Here you can see all your folders, including sent items, deleted items, etc., just like in Outlook. You can filter and sort using the controls at the top of the screen and process emails as required.

Receiving/Processing Emails

You can process received emails. Processing means finding the client based on the email address and adding the content of the email to a new or existing referral. This eliminates the need to copy and paste text from an email in Outlook into a case note in Charitylog.

To process an email, go to your Charitylog Email Inbox, find the email, and click on "Process."

Once you click on "Process," you can search for that record based on the email address. The search process will find matches and display them. If it doesn't find a match, you can perform additional searches at the bottom of the screen. Once you find a match, click on the client's name to add the content of the email to either a new or existing referral.

At the top of the screen, you will see existing referrals. You can either press "Extra Info," which will add the email to the referral, or press "Update," which will close the "Further Action." Alternatively, choose to create a new referral by selecting the relevant project.

Once you have selected either the existing referral or created a new one, the system will add the content from the email into the "Details of Contact" screen. All you need to do is select the appropriate stage, change the date/time, etc.

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 available email templates. 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 will be saved automatically on the referral and also in the "Email" section of the client record.

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