The Collaboration Manager allows you to receive emails in and then assign them manually to selected jobs, leads, quotes/estimates or clients.
The email messages will appear on the Notes tab of the receiving jobs, leads, quotes/estimates and clients. Any attachments appear on the Documents tab, and you can download them from there, if required.
Rather than assigning emails manually, you can Send an email message direct to a quote, estimate or job, if you wish.
Before you begin
Get the Collaboration Manager's email address
Before you can use the Collaboration Manager, you need to configure (or at least know) its email address. For further details, see Configure the collaboration manager.
You also need to know the job or quote/estimate number or the lead or client name that you wish to send or assign the email to.
Send an email to the Collaboration Manager
You (or a member of your staff or a customer) must send the email to the Collaboration Manager before it can be assigned to a job, lead, quote/estimate or client.
To send an email (with attachments, if required) to the Collaboration Manager's inbox:
- Prepare an email message addressed to the email address configured in the Collaboration Manager. You can send, forward, copy (CC) or blind copy (BCC) the email when you are ready.
- (optional) Attach one or more files to the email message.
The name of any attached file should be no more than 60 characters in length.
- Send the message. The message is sent directly to the Collaboration Manager's inbox
, ready to be assigned to a job, lead, quote/estimate or client.
Security privileges
You can assign a email message manually to a job or quote/estimate only if you have Full Access to the General Privileges > Collaboration Manager privilege.
You can assign a email message manually to a lead only if you have Full Access to the Financial Privileges > Lead Management privilege.
Assign an email as a note on a job, lead, quote/estimate or client
To assign an email in the Collaboration Manager's inbox as a job, lead, quote or estimate, or client note:
- On the toolbar click the Collaboration Manager inbox
icon. The Collaboration Manager inbox is displayed.
- Select the checkbox to the left of each email that you want to assign to a specific destination.
- Click the Select Assigned Destination button.
- Choose Jobs, Leads, Quotes or Client as the destination for the selected emails.
- Click the select drop-down to display the search box.
- Type part of the name or number of the item you are searching for. displays items that match the text you have typed.
- Click one of the listed items to select it.
- Click Assign. confirms that the emails have been assigned to the selected item.