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Jim2® Business Engine Help File

Navigation: Jim2 Functions > Email (inc. Archiving)

Link an Email to Job, Purchase Order, Quote, etc.

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When an email arrives in the System Inbox, it can be linked to a (or multiple) job, purchase order, quote, RFC, RTV, stocktake, invoice, stock transfer or stock adjustment.

 

Where the email is a reply from a sender, it may link automatically, based on the token the original email carried when it was sent. The token is an entry in the subject line of an email that holds information such as the database name, the object type (job, purchase, etc.) or the document number of the object.

 

When Jim2 receives a reply email that carries the token, it links the email reply to the object. Unread emails attached to objects cause those objects to appear in bold type within a list, making it easy to see which objects have emails linked that have not been read. Setting up Job Lists with filters to specify show jobs with unread email allows the user to concentrate on those jobs where information has been added automatically.

 

When a new email arrives, it can be linked to a Jim2 object, either via an email rule or manually. Below are examples of automatic and manual linking to a job.

 

Automatically link an email to a job from the email subject token

The token of (Ros Job#101 0) ADV.KNOW in the below image ensures this reply email is linked to the original job.

 

token

 

Manually link an email to a job

Highlight the email in the list.

Click the blue tag in the footer of the email summary area at the bottom of the preview pane. Click Add and the Assign email to object screen appears.

linkemail

Select Job and enter the job number the email is to be assigned to. One email can be assigned to many objects by selecting Add as many times as necessary.

 

Info

Whilst an email will link to an invoice, it is better to link the email to the job that created the invoice, so it will appear in the Comment grid of the job.

 

Many automated features for email and object creation/linking are available by utilising email rules and macros. These rules are based on conditions and actions.

 

Further information

Email Overview

Before you begin

Email Security Overview

CardFiles and Emails

Email

Email Archiving

Email Editor Functions

Email Editor Rules

Email Lists

Email Macros

Email Macros Syntax

Email Options

Email Preview Pane

Email Rules

Email Tags

Email Templates

Email Tokens

 

Set Up Email

How to add a Jes Instance

Email Options

Email Setup

Set up Incoming Emails

Set up Office 365 Email Accounts (Incoming)

Set up Office 365 Email Accounts (Outgoing)

Set up Gmail Accounts

Set up Pop3 Email Accounts

Set up Email Tag

Set up Email Folder

Set up Email Rule

Set up Email Security

Create an email list

Set up SMS via Email

 

 

How to

Attach Documents to Email

Bulk Email from a List

Compose and Send Emails

Create a Job, PO or Quote from Email

Create a Link Within an Email

Delete an Incorrect Email Address

Delete Multiple Emails

Diagnosing Incoming Email Issues

Diagnosing Outbound Email Issues

Edit Dictionary

Email from CardFile List

Email to Multiple Contacts

Failed Emails

How Email 'From' Works

Find Missing Emails

Other Email Functions

Out of Office Message

Send and Receive Emails

SMS Via Email