Capture Email Correspondence

fileit@Enquire Overview

Enquire CRM's fileit@Enquire feature allows users to save emails sent to contacts and other users on their CRM records. file@Enquire also allows project orientated emails to be saved to CRM records and includes them as project attachments.

General fileit@Enquire rules

• The sender is an Enquire user.
• The email addresses of the sender and recipients are recorded within the CRM.
• fileit@enquire.net.au is included in the To, Cc address fields.
• Users can only open emails they have sent to other users and contacts.
• Group Administrators can open all emails sent.

CRM Contact Email Rules

• Emails sent between a user and a contact will be saved to their CRM records provided both contacts are from the same group. E.g. Bob (Enquire user) and Tony (contact) are both contacts from Group A.
• Emails sent between a user and contact won't be saved to their CRM records if they aren't from the same group. E.g. Emails between Bob (Group A user) and Jeff (Group B contact) won't be saved to Jeff's CRM record but Bob will have a copy. However if we include Larry (Group B user) in the email exchange, everyone will now have the emails saved to their CRM records.
• Emails between users will be saved to their CRM records even if they are from different groups. E.g. Bob (Group A user) and Larry (Group B user).
• Emails between contacts won't be saved to their CRM records.

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Send Emails to CRM Contacts

Open the relevant CRM contact record.

1. Select the email address on the Details tab.

2. Select your preferred browser-based email (e.g. Yahoo, Gmail) or email client (e.g. Outlook, Thunderbird) from the Launch Application window. If your email application is not listed here, select the Choose button to locate the application within your computer.

Note: You will be prompted to log into your browser-based email if it isn't already open in your current browser.

When the email application has been launched, Enquire will create a blank email. The contact's email address will be automatically entered in the To address field while fileit@enquire.net.au will be in the Cc address field. If you don't want the email saved to any CRM record, delete fileit@enquire.net.au from the Cc field.

3.Enter the relevant information and send when required. Any attachments will also be saved to the your own and the relevant contact's CRM records.

4. The email will be saved to your own or relevant contact's CRM records under the Client Engagement correspondence tabs. You will only be able to open emails that you have sent on your own record or that of the email's recipients.

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Project Email Rules

• The sender or recipient must be involved with the project.
• Emails between users will be saved to their CRM records if both or one of the users are involved with the project. E.g. Dave (Project Manager) emails Anne (Enquire user) and both users have a copy of the email saved to their CRM record.
• Emails between a user and contact will be saved to theirt CRM contacts if the user has a role in the project or if the contact is listed as an external reporter. E.g. Dave (Project Manager) emails Jim (contact) or Tim (external reporter) emails Anne (user). Everyone in these examples will have a copy of the email saved to their CRM record.
• The Project ID has tag is included in the email's subject line or body.
• The Project ID must match the ID in Enquire. E.g. Test1234 is #Test1234.
• The Project ID has no added spaces or additional characters. E.g. # Test Project or #TestProject*/@!.
• Characters like hyphens and underscores are allowed if they are used in the Project's ID.
• fileit@Enquire will save the emails to the Project Files folder in the project's Attachments tab. This folder will need to be set up by your Group Administrators, please see our page on Managing Documents for more information.

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Send Emails about Projects

Open the relevant CRM contact record.

1. Select the email address on the Details tab.

2. Select your preferred browser-based email (e.g. Yahoo, Gmail) or email client (e.g. Outlook, Thunderbird) from the Launch Application window. If your email application is not listed here, select the Choose button to locate the application within your computer.

Note: You will be prompted to log into your browser-based email if it isn't already open in your current browser.

When the email application has been launched, Enquire will create a blank email. The contact's email address will be automatically entered in the To address field while fileit@enquire.net.au will be in the Cc address field. If you don't want the email saved to any CRM records or to the project, delete fileit@enquire.net.au from the Cc field.

3.Add the project ID hash tag into the email's subject line or the body of the email. In this example, we have added it to the subject line.

4. Enter the relevant information and send when required. Any attachments will also be saved to the CRM records and project's Attachments tab.

The email will be saved to the recipient's CRM records and within the project's Attachments tab in the Project Files folder. Move the email to an alternative folder if your organisation has specific folder and project management requirements. For example, your organisation may have a folder specifically for emails so we would move the email to that folder.

a record will also be saved on the contact's correspondence card.

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