Start your email management by clicking on the email icon on the left side.
If you have new / unread e-mails, they will be displayed in bold in the e-mail list.
By clicking on a list entry, the preview of the selected e-mail appears below it. When double-clicked, the e-mail list is hidden to provide more space for the content of the e-mail.
To get space for the content of the e-mail, the header of the e-mail and any attachments are also displayed collapsed. Via arrow symbols ( / ) you can unfold them. The last state (expanded / collapsed) is used as default for the next e-mail, except for portal requests, which are always displayed expanded.
Regardless of how the header is clacked, the subject, sender and date of receipt are always visible. For more information e.g. about additional recipients, address and property assignment, you can expand the header.
Via “show more information” you can then display information such as “Cc”, the spam level and the result of the virus check. Now the “Show email header” option will also be visible, which allows you to view the technical details of the email header.
If you want to update the status of your emails to see if you have received new e-mails in the meantime, just click on the envelope icon of your email management, the emails will now be synchronized with the onOffice server.
If you want to print an e-mail, click on the corresponding e-mail and then on the printer icon at the top of the toolbar . If there are attachments to this e-mail, the respective title will also be output.
In the print view, you can see the linked supervisors in addition to the address data record and the property data record.
Manually assign emails, address or property records
If the sender’s e-mail address is stored in onOffice with an address record, the address is automatically assigned. If possible, an address is selected for which the recipient is also registered as a caregiver. property is also automatically assigned in portal inquiries. To manually assign an email to an address or property record, click the Assign / Create link. A pop-up window opens where you can search for an existing record or create a new unknown address (applies only to assigning an address record).
You can also associate a project with an email if there is at least one address or property associated with the email, if you have enabled the Project Management module.
The following images give a quick overview, in the chapter Assign Email you will find more detailed information.
When creating an address record, mandatory fields are checked. However, only name and salutation are possible as mandatory fields, as often not all necessary information is available when creating addresses from an e-mail.
You have the possibility to assign several addresses to one e-mail. To do this, after you have assigned the first addresses, click on “Assign / Create”.
Open activity from email
If you want to open the activity of the email, click on the icon next to the solve button of the addresses and the property. The activity opens, which can be edited directly.
File attachments to e-mails are displayed at the end of the e-mail. The area can be folded / unfolded, when folded a paper clip is displayed as an additional indication that attachments are present. The attachments are listed individually.
Email attachment functions
You can download a ZIP file “attachments.zip” of the attachments under the finished email. If you have activated the “Make e-mail with attachments available for download” field in the “Other” tab of the basic settings, then the text of the e-mail will also be made available for download together with the attachments.
Besides downloading the attachments to your hard drive, you can also add the files at the linked property or address. The corresponding buttons appear as soon as the records are assigned.
Contacts / business cards or appointments that you have received by e-mail can be imported into onOffice enterprise. For the file attachments with a business card / calendar icon, please click on “Create appointment” or the file name with the vcf extension next to the icon.
For contacts the “Create address” dialog opens, the data from the file is entered into the corresponding fields. You can now check the data and change it if necessary.
For appointment attachments, the appointment window is opened. The email address of the participants in the file is matched with the users and then with the addresses. Matching people will be added to the appointment. No serial appointments are imported and no appointment reminders are imported.
Business cards and appointments can still be downloaded normally by clicking on the icon.
Email action bar
In the Actions bar at the very bottom you can reply, forward or delete the e-mail currently selected in the e-mail list.
In addition, a task, an appointment or a process can be started from the selected e-mail via “Create”, which are then linked to the e-mail.
When creating a task, the text of the e-mail is inserted as a task description, attachments are transferred to the task and can be found there in the Files section. The contact person and / or a property, if there is a link in the email, will be automatically linked to the task. Please keep in mind that if you link the email to the task, the task editor will be able to view it, even though they may not have access to the e-e-mailbox.
From the task, the e-mail can then be read or a reply written directly – if the e-mail is linked. If you want to open the task that was created from the email, you can click the link to the task in the email in the email composer.
Via further actions you can search or filter for emails, move the email to another folder or reply to all, i.e. the sender and all who are entered as CC.