Email in Jim2 is designed to be flexible, and to be merged into your business processes.
Jim2's email was designed to manage corporate or group email, rather than personal email. For example, for an email address such as support@happen.biz, but not john.doe@happen.biz. However, depending on your business, it may be appropriate to direct personal email accounts into Jim2.
Before setting up email in Jim2 you should consider:
▪The email addresses you want your outgoing email to be sent from.
▪Security, meaning which of your users will be allowed to see what emails. In Jim2, email security manages access to email folders.
▪What email accounts will be processed automatically by Jim2.
▪What actions you want taken for received emails, and under what circumstances.
Security, automatic processing and actions will tie into (and possibly change) your business practices. A suggested approach is to nominate a role for one or possibly more people (depending on your business) to monitor incoming email: to manage the creation of jobs, reply to/tag emails that will not have a job or quote tagged, etc.
Others within your organisation would then simply run their live job lists and look for jobs/quotes/purchase orders, etc. displayed in bold type, indicating that there is an unread email tagged to the object.
When to Mark an Email as Read
Jim2 will not automatically mark an email as read. You will need to decide within your specific organisation when you consider that an email has been read. For example, if your receptionist reads an email that has come in and assigns that email to a job, then the receptionist should not mark the email as read. The person responsible for the job should be the one to mark the email as read when they have taken note of or actioned the newly received email.
The exception to this is, when you reply to an email from within an object, Jim2 will mark the email as read.
Disk Space
Disk space is a very important issue to consider. With emails being stored in the Jim2 database your storage requirements can escalate enormously, depending on the amount of emails you send and/or receive, and if these emails contain attachments. Don't forget the ramifications in terms of the time required to perform backups, and the increased storage required for your backups.
If you are using one of the SQL Server Express editions, then SQL Server will limit the size of your database. Refer to Microsoft documentation for the size limits for the various versions and editions of SQL Server.
It's very difficult to estimate the amount of disk space required because of the variation in email sizes and attachments. As an example though, Happen Business grew its database by 4GB in just four months, after implementing email.
Further information: