Email

Required Software Version: September 2015

Legacy Instructions Available: Click Here

Related Pages

Batch Send Training 5: Email, Diary, Activity, Client Notes & Memo Writer

Related Categories

Email Attachment Memo Writer

Email Integration

Emails in Newton are listed within the Emails band on the Client Tab, Policy Express, Company Tab, Vendor Tab, and Dashboard Tab (User). Any email sent or received in Newton will also record the body of the email as a permanent searchable activity item.

The Emails band has columns which can be selected to sort the list below based on the column selected.

• Subject: Defaults to the subject of the email but can be edited.
• To: The original recipient of the email.
• From: The original sender of the email.
• Policy: Specifies if the email is recorded to a specific policy on the client.
• Opr (Operator): Newton operator who attached or sent the email.
• Date: The original date of the email.

Create a New Email

An email in Newton can be initiated from a number of areas including the Client Tab, Policy Express, Company Tab, Vendor Tab, Dashboard Tab (User), and Batch Send.

Create a Client Email from the Client Tab

Emails created from the client's dashboard tab will be automatically recorded to the client.

1. Load a client on one of the client tabs.
2. Select the (+) next to Emails.
3. Select Create Email.

   

4. See the compose email window section below.

Create a Client Email by Selecting a Contact From the Client Tab

Emails created from the client's contacts band will be automatically recorded to the client.

1. Load a client on one of the client tabs.
2. Select the (+) next to Contacts. (To expand the band by default, see: Preferences)
3. Select the displayed contact email address. This will pre-fill the email address in the compose email window.

   

4. See the compose email window section below.

Create a Policy Email from Policy Express

1. Load a client on one of the client tabs.
2. Select the (+) next to Policies. (To expand the band by default, see: Preferences)
3. Left-Click the desired policy number to open Policy Express. (Optionally, Right-Click on the policy number and select Send Email to jump directly to the compose email window.)
4. Select the (+) next to Emails.
5. Select Create Email.

   

6. See the compose email window section below.

Create a Policy Email using Batch Send

1. Load a client on one of the client tabs.
2. Select the (+) next to Policies. (To expand the band by default, see: Preferences)
3. Left-Click the desired policy number to open Policy Express. (Optionally, Right-Click on the policy number and select Batch Send to jump directly to Batch Send selection window.)
4. Select Batch Send within the top toolbar.
5. See Batch Send for more information.

Compose Email Window

The compose email window is universally opened when an email is started from any of the available locations.

Selecting an Email Recipient

An email can contain three categories of email recipients; TO, CC, and BCC. Type the email address in one or more of the three fields or select from existing contacts.

1. Left-click TO, CC, or BCC. The Search Clients window will list active contacts for the client by default.

   

2. To select a contact, double click on the contact name. Multiple names can be selected and will be listed in the bottom white box.

   

3. Select OK when finished.

Other categories of contacts are available. Use the drop-list and the Search Filter to filter the list based on the selected category.

• Clients: All active contacts for the client selected.
• Companies: All active contacts for the company selected. The company code will be pre-selected if the email is started from Policy Express. The selected company can be changed by changing the drop down box below Companies.
• Policy Interests: Additional Interests saved to the policy.
• Producers: All active producers and operators.
• Vendors: Contact for each Vendor.

  

Selecting a Contact Stored Externally in Microsoft Outlook

The Outlook Address lookup tool can be accessed after selecting the desired recipient category (To, CC, or BCC) and selecting Outlook Address. This will list all contacts stored in your external Microsoft Outlook Address book.

The Outlook Address lookup can also be accessed directly by Right Clicking on either TO, CC, or BCC from the compose email window.

Adding Attachments to an Email

An attachment can be added to an outgoing client email, policy email, or from Batch Send. Any attachment included in an outgoing email will be automatically stored within Newton's email activity for direct access.

From the compose email window, select the Attach button to display the select attachments window. Choose the desired client or policy attachments, then select Attach within the top toolbar. (Select Show All to remove the date filter.)

Select Search to browse your computer for an attachment not previously stored in Newton. Only one attachment can be selected at a time through the Search window.

Attachments can also be dragged and dropped onto the compose email window from outside of the system. Multiple attachments can be dragged and dropped at the same time.

Batch Send

A single email containing ACORD forms, memo templates and multiple policy attachments can be generated through the batch send email option.

Entering the Email Message Body

The message body content can be entered manually, or can be pre-filled from an existing memo template.

To select a memo template, select the Choose Memo template drop down box and select the desired memo. Memos are organized by Category, then Name.

When a memo template is selected, the information will be automatically placed as the body of the email, with any Merge Codes converted to data from the client file automatically.

Example: Merged Information

Use A Previously Completed Memo as the Email Message Body

If a memo document is open and completed it can also be used as the body of an email.

1. Open the completed memo in Memowriter.
2. Select File -> Mail -> Mail Document.

   

3. The completed memo will now be displayed as the body of an email.

   

Inserting an Email Signature

The Email Signature for the current operator will be automatically placed as the footer of an email when it is started.

Additional email signatures such as a house account can be configured in Profiles -> Producer. To select a different email signature, Right Click -> Insert Signature -> Choose... and select the desired producer profile.

Email Signature Memo Writer Merge Code

A new merge code is available for the current operator's email signature. The merge code can be added to a memo template by typing the code directly, or selecting the menu from the merge code list. (Insert -> Merge Fields -> Miscellaneous -> Operator's Email Signature)

~EMLSIG~

When a user selects a memo template in the compose email window, it replaces the entire contents of the outgoing email with the selected memo.

With the email merge code included in the memo template, the email signature is automatically included with the merged memo text.

The email merge code will only work when a memo is selected as the body of an outgoing email message. If the memo is used outside the email system, a user-defined text input field will display.

Configure a New Email Signature

Configure Default Email Signature

1. Open the compose email window.
2. Enter the desired signature information into the compose email window.
3. Highlight the text (CTRL+A)
4. Right Click and select Save As Signature.

   

A new email signature can alternatively be configured from Profiles -> Producer.

Email From Multiple Outlook Accounts

Compose email window supports multiple email accounts within the same Outlook Profile. (This feature is not available with Microsoft Outlook 2003)

To send an email from a different email account, select the Account drop down, and select the desired account.

Compose Email Options

• Check Read Receipt to include a request for a Read Receipt.
• Check High Priority to tag an email as High Priority.

Select Options in the compose email window to view the extended email options.

• Enter a Reply-To email address to change the email address that will pre-fill when the recipient selects reply. This is only necessary if the desired reply-to email address is different than the sender’s. (The reply-to email address can default using Profiles -> Producer).
• Specify the default font and font size for composing emails.

Attach a Received Email

To attach an email received in Microsoft Outlook, simply drag-and-drop the email into Newton. The emails can be attached to a Client, Policy Express, Company, or Vendor.

The emails can be dragged directly from Microsoft Outlook, or from their saved location on your computer.

After dragging and dropping an email, the converted email will open. Reply, Forward, or close the converted email window.

The content in the email will be stored as a permanent non-editable searchable activity item, and any attachments will be stored within Newton automatically.

View, Reply, Forward, or Edit an Email

An email attached into Newton will be converted and listed under the Emails band on the Client Tab.

View an Email

1. Load a client on one of the client tabs.
2. Select the (+) next to Emails.
3. Left-Click the Subject to view the desired email.

   

To list only emails for a specific policy:

1. Load a client on one of the client tabs.
2. Select the (+) next to Policies. (To expand the band by default, see: Preferences)
3. Left-Click the desired policy number to open Policy Express.
4. Select the (+) next to Emails.
5. Left-Click the Subject to view the desired email.

Reply or Forward an Email

Open the Email

• Select Reply to send an email to the original sender.
• Select Reply all to send an email to all recipients included in the original message.
• Select Forward to forward the email to a new recipient.

The original message will be listed below the body of the new email text. When the message is sent, the outgoing email will be automatically recorded as a client email, or an email to a specific policy.

After attaching an email through drag and drop, select reply on the converted view email window to respond quickly and have the response recorded automatically in Newton.

Edit the Description of an Email

1. Open the Email
2. Select Description and enter the new description text.

   

3. Select Ok.
4. Close the email window.

To change the description without opening the email:

1. Load a client on one of the client tabs.
2. Select the (+) next to Emails.
3. Right-Click on the email and select Edit Description.
4. Enter the new Description and Select Ok.

An Email description can be reverted to the original text by removing the Description and selecting OK.

Move an Existing Email to / from a Policy

An email previously attached to the client only can be assigned to a policy number.

1. Open the Email
2. Select Policy.

   

3. Select the desired policy from the list and choose Select. Optionally Select Clear unassign a specific policy number.

   

4. Close the email window.

Delete an Email

The operator must have a security access level of 9 to delete emails.

1. Load a client on one of the client tabs.
2. Select the (+) next to Emails.
3. Right-Click -> Delete the desired email.
4. Select Yes to confirm.

The original activity will not be removed.