Email Communication

This page outlines the process of managing emails associated with the records in Brevity.

These are the topics on this page:

Introduction

The email communication panel allows you to initiate and store email communications against any record that is identified with an email address. Generally this is limited to the employee, client, service provider and quotation modules.

Navigating the Email Communication Panel

The fields, panels and buttons that comprise the email communication page are outlined as follows

Type: Brevity will automatically set the communication type as Email.
Direction: Set the communication direction as outgoing, incoming or internal. Outgoing is communication from your organisation to an external party, Incoming is communication from and external party to your organisation and Internal is communication within your organisation.
Communication Party: Brevity will automatically set the record to which the email communication record relates.
Recipient Phone/ Email: Brevity will automatically set the email address if this value is available, otherwise the field will be blank. This field allows you to input an email address.
Completed: This field allows you to to specify whether the meeting has been completed. Setting this field to YES will make the SMS record non-editable.
Due Date: This field is used to specify the completion date of the Email communication. The date can be specified as free text or by using the calendar picker.
Reminder Date: This field is used to specify a follow up date in relation to the Email communication. The date can be specified as free text or by using the calendar picker.
Subject: This field is used to specify the subject of the Email communication.
Body: This field is used to specify the body of the Email communication.
Save: This button is used to save the Email details.
Attachments: This field lists the attachments that have been added to the Email communication. You have to first save the record before adding the attachment.
Send: This button is used to send the Email communication.

Creating an Email Communication

To create new Email observe below steps:

Select the Communications icon in the ribbon to open the communication panel.
Select the New Email icon to open the Email panel.
Within the direction field the default is outgoing. To change the default select the the direction of communication from the dropdown list.
Within the Communication Party field either you can accept default record that that the communication relates with, depending upon the record type or you make the appropriate selection from the dropdown list. As an example for the client record you can select the communication party as either the client name, client contact name or client service provider name.
Within the Recipient Email/Phone field input the email address of the recipient if the field has not automatically updated with that information. It is preferable that this information be held against the record.
Within the Completed field select whether the communication is completed or not. Selecting Yes and saving the form will not allow to make any further changes in the communication record.
Within the Due date field specify the expected date for the completion of sending the email communication. Specify the date as free text input or selected from the date picker
Within the Reminder date field specify a reminder date of sending the email communication. Specify the date as free text input or selected from the date picker.
To apply a template against the email communication select the TEMPLATES button.
Refer to the templates topic for additional information.
Where a template is being used skip to step 12.
Within the Subject field enter the subject of the email communication.
Within the Body field enter the content of the message.
Save the email communication record using save button.
Select the Add Documents button to attach one or more files to the email communication.

Templates

To assign a template to the email communication select the Templates button (1) located at the top right of the communications panel to present a listing of templates within the Select Templates page. Select the template tile (2) that is to be used within the email and click the Select Template button (3) to update the email subject and body with the template particulars. As required refine the email body.

Editing an Email communication

To edit an email communication record observe below steps:

Open the record against which the email communication was registered against.
Select the Communications icon in the ribbon bar to open the communication panel.
Search for the email record using the horizontal scroll.
Click on view link to open the email record.
Edit the particulars of the Email detail which can include as follows:
Adjusting the due date or reminder date
Updating the recipient phone/email, subject, body or communication party
Upload an attachment
Updating the status to completed
Once done, click on the Save button to update the Email details.

Delete an Email communication

To delete an email communication record observe below steps:

Observe steps 1 - 4 as outlined under the topic editing an SMS communication.
Click on the Delete button located within the ribbon bar.
Select the OK button on the screen prompt to confirm deletion of the communication record.