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  • Overview
  • Creating/editing account
  • Changing account settings
  • Configuring mail server
  • Sending/receiving messages
  • Managing Contacts
  • Integrating with CRM
  • Integrating with Calendar
  • Creating/managing tags

Overview

Mail is a communication tool designed to manage your correspondence right on the portal. This message management solution helps you work more efficiently, improve business communication and allows you to:

To access Mail just click the Mail icon available at the top of each portal page.

Creating/editing account

To send, receive and keep your messages in order right on the portal first of all you need to set up an account. To do that,

  1. click the Mail icon at the top of any portal page,
  2. click the Add new account button in the opened window,
  3. complete the following fields: email and password,

    If necessary, use the Advanced option to enter the following parameters: Email, Account name, Receive mail fields (POP Server, Port, Login, Password) and Send mail fields (SMTP Server, Port, Login, Password).

  4. click the Add account button to connect an account.
Create Account Create Account

If you have a gmail account you can connect it to Mail using the Google icon. To do that,

  1. click the Google icon which is situated in the right part of the Add mail account window,
  2. in the open window enter your Email and Password,
  3. press the Sign in button,
  4. grant the access to your account to the Mail application,
  5. in the open Done window press the OK button.

The mail importing process starts. This might take some time. You can close the window and continue using the portal or even close the browser. The importing will continue in the background. When the importing process is finished, all messages from your mail account will be loaded into the Inbox folder and you can start working with your correspondence.

In case you need to add one more account, follow these steps:

  1. click the Settings section on the left-side menu,
  2. select the Accounts Management option,
  3. click the Add New Account button above the list of the existing accounts,
  4. follow the account creation procedure described above,
  5. click the Add account button to connect a new account.

The messages of the new added mail account will be loaded into the Inbox folder.

To edit an account (if you have changed the password for example) complete the following steps:

  1. click the Settings section on the left-side menu,
  2. select the Accounts Management option,
  3. select the necessary account from the list and click the Actions Icon icon to the right,
  4. select the Edit option to open the Accounts Management window,
  5. type in the necessary parameters to make changes,
  6. click the Save button.
The settings for the accounts connected using OAuth cannot be edited. You can only change the account name for them.

If you have decided to delete an account from Mail:

  1. click the Settings section on the left-side menu,
  2. select the Accounts Management option,
  3. select the necessary account from the list and click the Actions Icon icon to the right,
  4. select the Delete option,
  5. click the Delete button to confirm the account elimination.

All messages of this account will be removed from the Inbox folder.

If you don't need an account any longer but you want to save all the messages that have already been sent to it just Deactivate your account. If you choose this option you won't receive new messages from the deactivated account but the previously received messages will be displayed in your Mail and you could access them any time.

Changing account settings

Adding Signature

Mail allows you to add a signature to your email messages.

To do that,

  1. go to the Settings section on the left-side menu and choose the Accounts Management option,
  2. click the Manage signature button next to the needed account,
    Activate Signature Activate Signature
  3. in the opened 'Manage signature' window set up your own signature,
    Your choice is not restricted to the name only. You may use a text, picture, link or even generated html code as a signature.
  4. click the Save button.
    Create Signature Create Signature

Your personal signature will be added automatically every time you send an email from the account with the signature preconfigured.

If you want to change or delete the signature,

  1. go to the Settings section on the left-side menu and choose the Accounts Management option,
  2. click the Manage signature button next to the needed account,
  3. in the opened 'Manage signature' window change the signature or delete it,
    You may also deactivate it temporarily unchecking the Use signature box.
Enabling Mail Autoreply feature

You can set up your accounts connected to the Mail module to send automatic replies when you are away.

To do that,

  1. go to the Settings section on the left-side menu and choose the Accounts Management option,
  2. select the necessary account from the list and click the Actions Icon icon to the right,
  3. select the Mail autoreply option,
  4. in the opened 'Mail autoreply' window check the Turn autoreply on option to enable the autoreply feature,
  5. check the Send autoreply to people in contacts only option, if you want automatic replies to be sent to the email addresses stored in your address book only (including Personal, Portal and CRM Contacts).
  6. if necessary, set the period when the feature should work. The start date is automatically set to a current date, but you can change it. Check the To box and set the end date.
  7. fill in the message Subject and Body,
    If you have set up a signature, it will also be added into automatic responses.
  8. click the Save button.
Mail Autoreply Mail Autoreply

Once the Mail autoreply feature is enabled, an information message will be displayed when you access Mail. Using the links in this message you will be able to quickly disable the feature or go to the Accounts Management page to change the settings. At the Accounts Management page, you can also turn Mail autoreply off by clicking the corresponding link.

When the Mail autoreply feature is enabled, an automatic response will be sent to all incoming messages, except when:

  • a message has been received from your account or from a mail group,
  • an automatic response has already been sent to this address within one day,
  • a message is a newsletter,
  • the Send autoreply to people in contacts only option is checked and the sender's email address is not stored in your address book.

Configuring mail server

From now on Mail not only aggregates the emails from different email services that you use but also gives you an opportunity to add a mail server to your domain. So, if you have your own domain you can easily create and manage corporate mailboxes right on your portal.

Only the portal owner and administrator can set up the domains, create, manage and delete corporate mailboxes.

To set up your first domain,

  1. click the Mail icon at the top of any portal page (if you haven't created any account yet) and click the Set up domain link or go to the Settings section of the Mail module,
  2. choose the Mail Server option and click the Add your own domain button,
    Add Domain Add Domain
  3. follow the wizard instructions to set up the domain:
    • enter your domain name in the corresponding field and click the Next button,
    • prove the domain ownership by adding TXT record to the control panel of your domain using the information provided in the wizard instruction and click the Next button,
    • add the MX record to the control panel of your domain using the information provided in the wizard instruction and click the Next button,
    • add the SPF record to the control panel of your domain using the information provided in the wizard instruction and click the Next button,
    • add the DKIM record to the control panel of your domain using the information provided in the wizard instruction and click the Complete button.
  4. in the appeared window click the OK button.

The added domain will be shown on the domains list page. Using the Add your own domain button you can add as many domains as you need.

Using the domain menu you can:

  • Check the DNS settings,
  • Delete domain if you don't need it any more.

If you see the red notification next to the added domain, it means that some of the DNS records are incorrect or that they haven't been updated yet (this process may take from several minutes to several hours). Wait some time and if the notification remains click the DNS settings link to learn which DNS record you need to check. Click the Verify button to update the DNS settings information. Once updating is over, you can add the first mailbox.

In case you don't have your own domain you can use our free default domain. You can find it on the Mail server page of the Settings section.

To create a new mailbox,

  1. choose the needed domain (it can be either our domain or yours),
  2. click the Add new mailbox link,
  3. in the Create new mailbox window type the Mailbox address in the corresponding field and choose the user you want to create a mailbox for using the Add user link. The Sender name field will be filled in automatically with the information from the user profile, but you can change the name, if necessary,
    You can create only two mailboxes for one user for each domain.
  4. click the Save button.
    There is a second way to create a mailbox for our default domain. Go to the Accounts Management page, click the Create Mailbox button and follow the instruction described above.
Create New Mailbox Create New Mailbox

Using the mailbox menu you can Edit mailbox aliases or Delete a mailbox. If you want to learn more about aliases and mail groups, read the Tips and Trips section.

Sending/receiving messages

Once you've added an email account to Mail or have created a mailbox right on the portal you can send and receive emails.

To send an email,

  1. click the Create New Email button in the upper left corner to open the page where you will be able to create a message,

    In case you have several accounts, you need to select one to send a message. To do that, click the black arrow next to the From: field to open the drop-down list and select the necessary account.

    You can set the default account on the Accounts management page of the Settings section. To do that, check the account you want to set as default for sending the emails.
  2. start typing the recipient email address or name in the To: filter field and choose the needed one from the list. The contacts stored in your address book that match the entered characters are displayed there as you type (i.e. your personal, CRM and portal contacts as well as email adresses you've already sent emails to).

    You can send a message to more than one person. Select several addresses from the list one by one or enter multiple new addresses separated by commas. If an email address is entered incorrectly, the address block will be highlighted in red. To edit an address, double click the necessary address block. To delete an address from the To: field, click the Delete Address Icon icon.

    When entering email addresses, you can also use common keyboard shortcuts: Ctrl+A to select all address blocks or all content within the block being edited, Ctrl+C to copy the selected data, Ctrl+V to paste the previously copied data, Ctrl+Z to undo the last performed action, Ctrl+Y to redo the last undone action.
    Add Multiple Email Addresses Add Multiple Email Addresses

    To send a copy to multiple addresses, use the Add copy link situated to the right of the To: field.

  3. enter a subject of your message in the Subject: field,
  4. write your message,

    To format your message, insert a link or an image use the formatting toolbar located above the message body field.

  5. attach files,

    You can attach documents from your local drive or Documents module to the message using the corresponding buttons under the message body field. Remember, that the file size must not exceed 15 MB and the total size of all files must not exceed 25 MB.

    If the file size exceedes the allowed limit, you'll be suggested to send the attachment(s) as a link(s) to the needed document(s). In such case all the files you want to send will be saved in My Documents folder.

    If you want to send links to some files from the Documents module instead of adding these files to your message as attachments, use the Attach files from Documents option. In a new window that opens, switch between the Documents module sections and folders, check the necessary documents in the list, make sure that the Attach links to files option is selected and click the Attach files button. If you have the Read Only access rights to a file from the Shared with me or Common Documents folder, you'll be prompted to copy the file to the My documents folder.

    Attach links to files Attach links to files

    The links to the selected files will be inserted into your message body. When you click the Send button, you will be asked to set up access rights for all the files attached as links. When a recipient follow the link from your message, the document will open in the online viewer or editor depending on the access rights you have specified.

  6. assign a tag,

    The tags are used to simplify the search and message organization. To assign a tag to the message, click the Add Tag button at the top of the message body field and select the necessary tag or create a new one.

  7. click the Send button.
    Create Mail Create Mail

    To send your message later, click the Save button. Your message will be saved in the Drafts folder. To access your draft, just click the corresponding folder on the left-side menu.

Managing messages in the Inbox folder

In order to update the Inbox folder, just click the Get New Messages Button button. All the conversations which you haven't read yet are displayed next to the Inbox caption or over the Mail icon. If you click the Mail icon you'll see the list of new conversations/messages, click the See all link to open them in the inbox. The number of messages in one conversation is displayed next to the name of a sender, for example: Number of letters Icon.

If you do not want messages to group into conversations, go to the Settings section on the left-side menu, open the Common Settings page and uncheck the Enable Conversations option. If this setting is disabled, all emails and replies to them are displayed separately in the message list.

To organize the received emails,

  • use the Filter field to view the conversations according to the selected criteria:

    Status

    • Unread to display the conversations with unread messages;
    • Read to display the conversations that have been read.

    By period

    • Today to display the conversations of today;
    • Yesterday to display the conversations of yesterday;
    • Last week to display the conversations of last week;
    • Custom period to display the conversations of the specified period.

    Other

    • Important to display the flagged conversations;
    • With attachment to display the conversations with attachment only;
    • From sender to display the conversations of the specified sender;
    • To mail address to display the conversations with a specified email address;
    • With tag to display the conversations with a specified tag only;
    • With calendar to display the conversations with calendar events only.
  • mark the needed group of conversations All, Read, Unread, Important, With attachment, None or some necessary conversations from different groups and choose an appropriate operation:
    • Delete - to move the selected conversation(s) to the Trash folder,

      You can delete all the conversations from the Trash folder in one click. You only need to click the Trash Icon icon which appears when you hold the cursor on the Trash caption.

    • Spam - to move the selected conversation(s) to the Spam folder,

      Remember that it's impossible to restore the conversations deleted from the Spam folder.

    • Mark as read - to mark the selected conversation(s) as read
    • Mark as unread - to mark the selected conversation(s) as unread
    • Add tag - to assign a selected or created tag to the selected conversation(s),
    You can also use the conversation context menu to perform the desired operation. Check the necessary conversations, right click the selected area and choose the needed option: Mark as Read/Unread, Spam, Delete. If you choose only one conversation, you'll see the advanced context menu. Choose one of the available options: Open, Open in new tab, Reply Reply All, Create Email to Sender, Forward, Mark as Read/Unread, Mark as Important, Print, Spam, Delete.
  • add a flag to add a visual sign to the conversation,
  • use Sort by option to view the conversations in the Inbox folder arranged by date.
    Inbox Inbox
Reading & printing messages

To read an email just click its subject.

When the conversation is open, by default, only the last sent or received message is shown. If you want to see all the messages of the conversation, click the Expand all link. If you want to hide them click the Collapse all link. You can pass from one open conversation to another using the Previous and Next links. Using the buttons situated above the message body field or the drop-down list, you can reply to the message, forward it, open it in a new tab, delete it, print, export it to CRM, mark it as unread, move it to the Spam folder, add a tag, link it with a CRM element, create a new personal or CRM contact on its base.

To print all the messages in the conversation, open it, click the More button on the top and select the Print all option. To print a single message from the conversation, click the corresponding Actions button on the right and select the Print option.
Read Message Read Message
Displaying images

By default, images sent in a message are disabled for the security reasons. To see the images you need to press the Display images link. If you need to change display options click the Always display images from "name of a sender" caption. After you've applied this option all the images in a message sent by the chosen user will be displayed by default.

Enable Image Enable Image

You can also go to the Settings section on the left-side menu, open the Common Settings page and use the Always display images from all option to enable or disable displaying images in all messages from all senders.

Working with attachments

The received email may contain attached files. Using Mail you can automatically save those files to any folder in the Documents module. To do that, you need to set up a folder for the attachments,

  1. go to the Settings section on the left-side menu and choose the Accounts Management option,
  2. click the Actions Icon icon to the right of the account you want to set up the folder for,
  3. choose the Folder for Attachments option and then the desired folder,
  4. click the OK button.
    Folder For Attachments Folder For Attachments

When the folder for attachments is set all the files attached to the future emails will be saved there.

You can easily Unlink or change the attachment folder following the steps described above. But please note, if you change the folder all the previously saved attachments won't be transferred to a new folder. The changes will be applied only to new emails.

Using the Actions Icon icon to the right of the attachment you also can:

  • Download a file to your computer,
  • View a file in your browser,
  • Open a file (text file, spreadsheet or presentation) in document editor,
  • Save a file to Documents module selecting the folder you need.
    Attachment Options Attachment Options

Managing Contacts

Mail as an indispensable tool of business communication allows you to carry on correspondence with your personal contacts, portal users as well as with CRM contacts. All the contacts are stored in the address book. To access it, expand the Contacts section on the left-side menu and select the Personal Contacts, Portal Contacts or CRM Contacts list.

The Personal Contacts list displays the people you've already sent emails to (they can be filtered by the Frequently contacted parameter) and those who have been added as your personal contacts.

  • You can create completely new contacts using the Create contact button on the top of the list or save existing contacts using the Add to contacts option from the Actions Icon menu.
    To add a new personal contact, you can also open an incoming message, click the Actions Icon icon to the right and select the Create personal contact option.

    Fill in the Add to contacts form specifying the person Name, Email, Phone (use the Plus Icon icon to add additional phone numbers or email addresses) and Description and click Save. Once you have saved some contacts, you can filter them by the Personal contacts parameter.

    Add New Personal Contacts Add New Personal Contacts
  • To edit a personal contact click the Actions Icon icon, select the Edit contact option, change the necessary data and click Save.
  • To remove contacts from the list, click the Actions Icon icon and use the Delete option for each separate contact or check several contacts and click the Delete button on the top of the list.

Within the Portal Contacts and CRM Contacts lists, you can click the Actions Icon icon and select the View contact profile option to open a contact profile. You can also use the Filter to display:

  • portal contacts which are included into a certain Group,
  • all CRM companies or all persons only, or the CRM contacts with opportunities,
  • CRM contacts of a certain temperature level only,
  • CRM contacts with a specified tag only.

To send an email to a contact,

  1. select the Personal Contacts, Portal Contacts or CRM Contacts list,
  2. select the necessary contact from the list,
  3. click the Actions Icon icon to the right of the selected contact and use the Compose mail option.
    CRM Contacts CRM Contacts

    Alternatively use the Compose button situated above the contact list to send a message to the contact(s) you have selected checking the box next to the contact name.

Integrating with CRM

Mail gives you an opportunity to link a conversation or a single message to a CRM element with the purpose to transfer all the necessary information about the contacts, cases, opportunities sent by email to your CRM module.

There is a difference between linking a conversation and single message to a CRM element. If you link a conversation, all the conversation existing messages and as well as future ones will be transferred to the CRM module. If you link a single message to a CRM element, only this message will be displayed in the CRM module.

To link a conversation to a CRM element,

  1. choose a conversation and open it,
  2. сlick the More button in the upper part of the page and select the Link with CRM option,
  3. in the opened Link conversation with CRM window select the element you want to link your conversation to opening the drop-down list,

    There are three available options in Mail, they are: Contact, Case and Opportunity. The default option is Contact.

  4. enter the name of an element fully or partially,
    You can link your conversation to several CRM elements at once.

    If you've added an element by mistake and want to delete it click the Eliminate icon next to its name.

  5. click the Save button.
Link conversation Link conversation

To link a single message to a CRM element,

  1. open the required conversation,
  2. click the desired message,
  3. click the Actions Icon icon to the right and select the Export to CRM option,
  4. in the opened Export to CRM window select the element you want to link your message to opening the drop-down list,
  5. enter the name of an element fully or partially,

    If you've added an element by mistake and want to delete it click the Eliminate icon next to its name.

  6. click the Export button.

So that's it! You successfully transferred the necessary emails to the CRM module and since this moment you can look over your correspondence right on the element description page.

On the element description page in the CRM module you also can:

  • see not only the messages of the conversation that have already been sent or received but the new ones as well;
  • open any message by clicking its subject;
  • open the attached files by clicking the Show files link;
  • delete a message by clicking the Delete icon next to it.
Element Page Element Page

To unlink a conversation from a CRM element,

  1. click the Mail icon at the top of any portal page,
  2. choose the necessary conversation and open it,
  3. сlick the More button in the upper part of the page and select the Link with CRM option,
  4. in the opened Link conversation with CRM window you'll see all the CRM elements linked with the conversation. If you want to delete all the linked elements, click the Unlink all button and confirm your choice. If you want to delete a certain CRM element click the Eliminate icon next to its name and then the Save button.
    Remember that if you unlink a conversation from a CRM element, new messages won't be transferred to the CRM module any longer but all the previously transferred conversation messages will remain on the element description page.If you want to delete the conversation from the element description page delete the messages one by one clicking the Eliminate2 icon next to the corresponding message.

To unlink a single message from a CRM element go to the element description page and click the Eliminate2 icon next to the required message.

You can also create a new CRM contact on the base of a conversation. To do that,

  1. open the required conversation,
  2. click any message received from the sender you want to add to CRM contacts,
  3. click the Actions Icon icon to the right and select the Create new CRM person or Create new CRM company option,
  4. in the opened Link conversation with CRM window click the necessary button:
    • Create and link - to create a new contact and link the current conversation with it,
    • Just create contact - to create a new contact without linking the current conversation.
  5. a new CRM contact creation form will open. The First name, Last name (or Company Name for companies) and Email fields will be automatically filled in with the contact information from the received message. Add some other data, if necessary, and click Save.
Create a new CRM Contact Create a new CRM Contact

You can send invoices from the CRM module using Mail. No doubt this feature will considerably save your time as long as you don't need to change between modules any longer.

To do that,

  1. go to CRM module,
  2. click the Create new button and choose the Invoice option. Alternatively, go to the Contacts section and choose a person or company the invoice is going to be made out to and click the Make out an invoice button,
    Make Out Invoice Make Out Invoice
    If the invoice that you need to send is made out already, proceed to the step 5.
  3. fill out all the fields marked with the red sign,
  4. click the Add this invoice button,
  5. on the 'Invoices' page click Actions Icon icon to the right of the necessary invoice and select the Send by email option. You will be redirected to the Mail. There you'll see the letter with the invoice attached,
    Send Invoice Send Invoice
  6. fill out all the necessary fields of the letter,
  7. click the Send button.
    If you want to send it later click the Save button.

There you are! Now you know how to easily send the invoices to your clients with Mail. If you want to know more about Invoices read the CRM section.

Integrating with Calendar

The Mail and Calendar integration gives you a possibility to exchange the calendar event information between the internal portal Calendar and some third-party calendar applications using the Mail module as a communication channel.

The integration is based on the common open iCalendar format. iCalendar is a popular format for interchanging calendar and scheduling information over the Internet. iCalendar is supported by a large number of open and proprietary software, such as MS Exchange Server, MS Office Outlook 2000-2013, Google Calendar/GMail, Outlook.com, Yandex Mail/Calendar, Mail.ru, Yahoo, Apple Mail/Calendar, Lotus, Zimbra, Mozilla Thunderbird with the Lightning extension etc.

When the Mail Aggregator downloads email messages from any mail accounts connected to the Mail module, the service searches for files in the iCalendar format. If an email contains such a file, you can:

  • view the information about the event: its date and time, location, organizer's name. The calendar event card is interactive, i.e. it changes depending on the source event state. If the event has been changed or deleted in the third-party calendar or in the internal portal Calendar, the event card will display corresponding changes and a new notification about the event update or cancellation will be sent to the event participants.
    • if you have been invited to an event from the third-party calendar application or the internal portal Calendar, you can respond to the invitation right from the email message clicking the Yes, Maybe or No button in the Reply section. You can change your decision later. When a participant accept, tentatively accept or decline the invitation, the event organizer will also receive an email notification.
    • view the event Location on the map (if the location has been specified by the organizer).
    • edit the event in the internal portal Calendar using the Go to event link. The events from the email messages are automatically imported to My calendar on the portal. When you edit an imported event, the changes will be applied to this calendar only, they will not affect the source event in the third-party calendar. In turn, any further changes to the source event in the third-party application will not have an effect on the imported event.
    • view other events scheduled for the event date clicking the Go to Calendar in the Agenda section.
    View Calendar Invitations View Calendar Invitations
  • manually import events into the internal portal Calendar. While the events are imported automatically, you might need to import the event repeatedly from the email message, e.g. in case you delete it from your calendar. To do that, click the Actions Icon icon to the right of the file and select the Save to Calendar option from the menu. The event will be saved to My calendar.
  • view .ics files. To do that, click the More Details link in the event card, or the file name in the Attachments section, or click the Actions Icon icon to the right of the file and select the View option from the menu. The file will open in a new window.
  • download the .ics files to your computer or save them to any folder in the Documents module. To do that, click the Actions Icon icon to the right of the file and select the Download or Save to Documents option from the menu.

Creating/managing tags

Arranging your emails will help you track your correspondence and facilitate the message search process. In order to arrange your emails you can add tags to them. To do that,

In the Inbox folder:

  1. select the conversation(s) checking the appropriate box,
  2. click the Add tag button above the list of received conversations,
  3. select the tag from the list or create a new one.

While reading a message:

  1. open the necessary conversation,
  2. click the Add Tag button above the message body field,
  3. select the tag from the list or create a new one.

While composing a message:

  1. click the Create New Email button,
  2. click the Add Tag button situated above the From: field,
  3. select the tag from the list or create a new one.

The added tag is always visible next to the conversation subject in the Inbox folder and in the opened conversation window in the Tags field under the Date field.

You can access the tagged conversations using the links available in the left-side menu under the Spam folder. Clicking the name of the necessary tag you will open the list of conversations with the specified tag name.

To edit a tag:

  1. click the Settings section on the left-side menu,
  2. select the Tags Management option to open the list of tags,
  3. select the necessary tag from the list and click the Actions Icon icon to the right,
  4. select the Edit option,
  5. make all the changes you need and click the Save button.

To delete a tag, choose the corresponding option from the Actions drop-down list.

Manage Tag Manage Tag
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