Difference between revisions of "Email"

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== Overview ==
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[[Category:Attachment]][[Category:Email]][[Category:Memowriter]][[Category:Training Guides]]
Emails in Newton are recorded on the Basic tab of a Client or the Company Tab under the Emails BandAny email sent or received in Newton will record the body of the email as a permanent searchable activity item. The email band has four columns which can be selected to sort the list below based on the column selected.  
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<table class="infobox" cellspacing="5" style="background-color: #FFFFFF; width:27em; text-align:left; border-spacing: 2px; line-height:1.5em;">
 +
<tr>
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    <td>[[File:Ic_description_black_24dp.png|link=Newton User Guide#Correspondence]] Newton User Guide: [[Newton User Guide#Correspondence|Correspondence]]</td>
 +
</tr>
 +
<tr>
 +
    <td>[[File:Ic_info_black_24dp.png]] Required Software Version: [[:Category:Release Notes|Spring 2017]]</td>
 +
</tr>
 +
<tr>
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    <td>[[File: Ic_settings_backup_restore_black_24dp.png]] Legacy Instructions Available: [http://wiki.agencysystems.com/mediawiki/index.php?title=Email&oldid=4975 Click Here]</td>
 +
</tr>
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<tr style="background-color: #bdbdbd; text-align: center; font-weight:bold;">
 +
    <td>Related Pages</td>
 +
</tr>
  
[[File:email-basicband-columnheaders.png]]
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<tr>
 +
<td>
 +
<ul>
 +
<li>[[Attachments]]</li>
 +
<li>[[Batch Send]]</li>
 +
<li>[[Client Tab: Client Dashboard]]</li>
 +
<li>[[Email: Email Signature]]</li>
 +
<li>[[Policy Dashboard]]</li>
 +
</ul>
 +
</td>
 +
</tr>
  
*Subject: Defaults to the subject of the email but can be edited.
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<tr style="background-color: #d3d3d3; text-align: center; ">
*To: The original recipient of the email.
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    <td>Related Categories</td>
*Policy: Specifies if the email is recorded to a specific policy on the client.
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</tr>
*Date: The original date of the email.
 
  
== Create a New Email ==
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<tr>
An email in Newton can be initiated from a number of areas including the client Basic Tab, Company Tab, Policy Express and [[Batch Print]].
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<td>
 +
<ul>
 +
<li>[[:Category:Attachment|Attachment]]</li>
 +
<li>[[:Category:Email|Email]]</li>
 +
<li>[[:Category:Memowriter|Memowriter]]</li>
 +
<li>[[:Category:Training Guides|Training Guides]]</li>
 +
</ul>
 +
</td>
 +
</tr>
 +
</table>
  
=== Create a Client Email from the Basic Tab ===
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Emails in Newton are listed within the Emails band on the [[Client Tab: Client Dashboard|Client Dashboard]], [[Policy Dashboard]], [[Company Tab]], [[Vendor Tab]], and [[User Dashboard]].  Any email sent or received in Newton will also record the body of the email as a [[Activity|permanent searchable activity item]].
Emails created from the basic tab will be automatically recorded to the client.
 
#Load the Client on one of the four Client Tabs.
 
#Expand the Emails Band.
 
#Select '''Create Email'''.
 
#:[[File:email-basicband-createemail.png]]  
 
  
=== Create a Client Email Directly to a Contact From the Basic Tab ===
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== Before you begin ==
Emails created from the basic tab contact frame will be automatically recorded to the client.
+
Email integration requires the workstation or remote desktop session to have a current version of Microsoft Outlook installed and configured to send and receive email.  
#Load the Client on one of the four Client Tabs.
 
#Select the contact email address from the contact frame on the left-hand side.  This will pre-fill the email address in the compose email window.
 
#:[[File:email-basicband-contactemail.png]]
 
  
=== Create a Policy Email from Policy Express ===
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[[File:Ic_info_black_24dp.png]] See: [[Hardware Recommendations]] for more information.
Emails created from Policy Express will be automatically recorded to the client and the policy.
 
#Load the Client on one of the four Client Tabs.
 
#Select the Policy Number listed under Active Policies on the client Basic Tab. This will open Policy Express.
 
#Select Email on the left-hand side.
 
#:[[File:email-policyexpress-createemail.png]]
 
  
=== Create a Policy Email using Batch Print ===
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== Create a new email ==
See: [[Batch Print]]
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An email in Newton can be initiated from a number of areas including the [[Client Tab]], [[Policy Dashboard]], [[Company Tab]], [[Vendor Tab]], [[User Dashboard Tab]], and [[Batch Send]].
  
== Compose Email Window ==
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[[File:Clienttab-Email-columnheaders.png]]
The compose email window is universally opened when an [[#Create A New Email|email is started]] from any of the available locations.
 
  
[[File:email-compose.png]]
+
=== Create a client email ===
 +
Emails created from the client's dashboard tab will be automatically recorded to the client.
 +
#[[Client_Keyword_Search#Find_a_Client|Load a Client]] on a [[Client Tab|client tab]].
 +
#On the [[Client Tab: Client Dashboard|Client Dashboard tab]] select '''Create Item''' -> '''Email''' from the top toolbar.
 +
#:[[File:Clienttab-dashboard-toolbar.png]]
 +
#Enter the email details. (See [[#Compose email window|the compose email window]] section below for more information)
 +
#*Select the [[#Selecting an email recipient|email recipients from within Newton]] or within the [[#Selecting a contact stored externally in Microsoft Outlook|Microsoft Outlook address book]].
 +
#*Enter the email subject line and [[#Entering the email message body|message body]].
 +
#*[[#Adding attachments to an email|Add any attachments from within Newton or from your computer]].
 +
#Select '''Send'''.
  
=== Selecting an Email Recipient ===
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=== Create a client email from the contact list ===
An email can contain three categories of email recipients; TO, CC, and BCCType the email address in one or more of the three fields.
+
Emails created from the client's contacts band will be automatically recorded to the client.
 +
#[[Client_Keyword_Search#Find_a_Client|Load a Client]] on a [[Client Tab|client tab]].
 +
#'''Left-Click''' the (+) next to '''[[Client: Contacts (Create, Edit, or Delete)|Contacts]]'''. ''(To expand the band by default, see: [[Preferences]])''
 +
#:[[File:Clienttab-contactsband.png]]
 +
#'''Left-Click''' on a contact email addressThe selected contact email will pre-fill within the compose email window.
 +
#Enter the email details. (See [[#Compose email window|the compose email window]] section below for more information)
 +
#*Select any [[#Selecting an email recipient|additional email recipients from within Newton]] or within the [[#Selecting a contact stored externally in Microsoft Outlook|Microsoft Outlook address book]].
 +
#*Enter the email subject line and [[#Entering the email message body|message body]].
 +
#*[[#Adding attachments to an email|Add any attachments from within Newton or from your computer]].
 +
#Select '''Send'''.  
  
To select an email address previously stored in Newton, Left click one of the three categoriesThe Search Clients window will default with the category Clients selected, the current client selected, and all active contacts for the client listed.
+
=== Create a policy email  ===
 +
#[[Client_Keyword_Search#Find_a_Client|Load a Client]] on a [[Client Tab|client tab]].
 +
#On the [[Client Tab: Client Dashboard|Client Dashboard tab]] select the (+) next to '''Policies'''. ''(To expand the band by default, see: [[Preferences]])''
 +
#'''Left-Click''' the desired policy number to open the [[Policy Dashboard]](Optionally, '''Right-Click''' on the policy number and select '''Send Email''' to jump directly to [[#Compose email window|the compose email window]].)
 +
#:[[File:Clientdash-policies-selectpolicy.png]]
 +
#Select '''Create Item''' -> '''Email''' within the top toolbar.
 +
#Enter the email details. (See [[#Compose email window|the compose email window]] section below for more information)
 +
#*Select the [[#Selecting an email recipient|email recipients from within Newton]] or within the [[#Selecting a contact stored externally in Microsoft Outlook|Microsoft Outlook address book]].
 +
#*Enter the email subject line and [[#Entering the email message body|message body]].
 +
#*[[#Adding attachments to an email|Add any attachments from within Newton or from your computer]].
 +
#Select '''Send'''.  
  
[[File:email-selectcontact.png]]
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The [[Policy Dashboard]] can also be loaded using the [[Policy Keyword Search]].
  
To select a contact, double click on the nameMultiple names can be selected and will be listed in the bottom white box. Select OK when finished.  
+
=== Create a policy email using batch send ===
 +
#[[Client_Keyword_Search#Find_a_Client|Load a Client]] on a [[Client Tab|client tab]].
 +
#On the [[Client Tab: Client Dashboard|Client Dashboard tab]] select the (+) next to '''Policies'''. ''(To expand the band by default, see: [[Preferences]])''
 +
#'''Left-Click''' the desired policy number to open the [[Policy Dashboard]].  (Optionally, '''Right-Click''' on the policy number and select '''Batch Send''' to jump directly to [[Batch_Send#Selecting_Items|Batch Send selection window]].)
 +
#Select '''[[Batch Send]]''' within the top toolbar.
 +
#Select the desired [[Forms]], [[Memowriter|Memos]], or [[Attachments]]Select '''Email'''.
 +
#Enter the email details. (See [[#Compose email window|the compose email window]] section below for more information)
 +
#*Select the [[#Selecting an email recipient|email recipients from within Newton]] or within the [[#Selecting a contact stored externally in Microsoft Outlook|Microsoft Outlook address book]].
 +
#*Enter the email subject line and [[#Entering the email message body|message body]].
 +
#*[[#Adding attachments to an email|Add any additional attachments from within Newton or from your computer]].  
 +
#Select '''Send'''.  
  
[[File:email-selectcontact-multiple.png]]
+
[[File:Ic_info_black_24dp.png]] See: [[Batch Send]] for more information.
  
Other categories of contacts can be selected by choosing the first drop down box. 
+
== Compose email window ==
*Clients: All active contacts for the client selected.
+
The compose email window is universally opened when an [[#Create a new email|email is started]] from any of the available locations.
*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.
 
*Interests: Additional Interests saved to the policy.
 
*Producers: All active producers configured in Profiles -> Producer.
 
*:[[File:email-selectcontact-categories.png]]
 
  
The Search field will filter the results of the category selected.  
+
[[File:Email-compose-2017.png]]
  
Example: After select the Producers drop down box, the search string ‘Don’ was entered. Only producers containing the search string are displayed in the listing below.  
+
=== 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.
 +
#'''Left-click''' TO, CC, or BCC. 
 +
#The '''Search Clients''' window will list active contacts for the client by default.
 +
#:[[File:Email-compose-searchcontact.png]]
 +
#To select a contact, '''double click''' on the contact name. Multiple names can be selected and will be listed in the bottom white box.
 +
#:[[File:Email-compose-searchcontact-select.png]]
 +
#Select '''OK''' when finished.  
  
[[File:email-selectcontact-searchfilter.png]]
 
  
==== Selecting a Contact Stored Externally in Microsoft Outlook ====
+
Other categories of contacts are available.  Use the drop-list and the '''Search Filter''' to filter the list based on the selected category.
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.
+
*'''Clients:''' All [[Client: Contacts (Create, Edit, or Delete)|active contacts for the client]].
 +
*'''Companies:''' All active contacts for the selected [[Company Profile|company]]. The company code will be pre-selected if the email is [[#Create a policy email|started from the Policy Dashboard]]. The selected company can be changed by changing the drop down box below Companies.
 +
*'''Policy Interests:''' [[Policy_Dashboard#Interests|Additional Interests saved to the policy]].
 +
*'''Producers:''' All active [[Producer Profile|producers and operators]].
 +
*'''Vendors:''' Contact for each [[Vendor Profile|Vendor]].  
 +
*:[[File:Email-compose-searchcontact-categories.png]]
  
The Outlook Address lookup can also be accessed directly by Right Clicking on either TO, CC, or BCC from the compose email window.
+
==== Selecting a contact stored externally in Microsoft Outlook ====
 +
Contacts stored externally in your Microsoft Outlook address book can also be selected from the compose email window.  '''Left-click''' TO, CC, or BCC and select '''Outlook Address'''.  This will list all contacts stored in your external Microsoft Outlook Address book.
  
[[File:email-selectcontact-tobutton.png]]
+
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 or policy email. Select the Attach button to display the select attachments window. Existing client or policy attachments can be chosen by selecting the gray boxes, then selecting Attach.  
+
[[File:Email-contacts-rclick.png]]
 +
 
 +
=== Adding attachments to an email ===
 +
An [[Attachments|attachment]] can be added to an outgoing [[#Create a client email|client email]], [[#Create a policy email|policy email]], or from [[#Create a policy email using batch send|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.
 +
 
 +
[[File:Email-attach.png]]
 +
 
 +
 
 +
Choose the desired client or policy attachments, then select '''Add Selected''' within the top toolbar. If an older attachment is not listed, optionally select '''Show All Dates''' to remove the date filter. Select '''Browse''' to locate an attachment not previously stored in Newton. Only one attachment can be selected at a time through the browse window.
 +
 
 +
[[File:Email-attach-addselected.png]]
  
[[File:email-selectattachments.png]]
 
  
Select Search to browse your computer for an attachment not previously stored in Newton. Only one attachment can be selected at a time through this 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.  
 
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.  
  
[[File:email-attachments-dragtoattach.png]]
+
[[File:Email-compose-attachment-draganddrop.gif]]
  
[[File:email-attachments-attached.png]]
 
  
Any attachment included in an outgoing email will be automatically stored within Newton activity for direct access.
+
[[File:Ic_info_black_24dp.png]]  See: [[Attachments]] for more information.  
==== Batch Print ====
 
A single email containing ACORD forms, memo templates and multiple policy attachments can be generated through the [[Batch Print|batch print email option]].
 
  
=== Entering the Email Message Body ===
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=== Entering the email message body ===
The message body content can be entered manually, or can be prefilled from an existing memo template.   
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The message body content can be entered manually, or can be pre-filled from an existing [[Memowriter: Create A Form Letter Template|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.   
  
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.  
  
[[File:email-body-memotemplate.png]]
+
[[File:Email-compose-memotemplate.gif]]
  
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
+
[[File:Ic_info_black_24dp.png]]  See: [[Memowriter: Create A Form Letter Template]] for more information.
  
:[[File:email-body-mergedinformation.png]]
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==== Use a previously completed memo as the email message body ====
==== Use A Previously Completed Memo as the Email Message Body ====
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If an existing client or policy memo document is open and completed, it can also be used as the body of an email.  
If a memo document is open and completed it can also be used as the body of an email.  
 
 
#Open the completed memo in [[Memowriter]].
 
#Open the completed memo in [[Memowriter]].
#Select '''File -> Mail -> Mail Document'''.   
+
#Select '''File''' -> '''Mail''' -> '''Mail Document'''.  The completed memo text is transferred to the compose email window as the message body.
#:[[File:email-memo-mail-maildocument.png]]
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#:[[File:Memo-mail-maildcoument.png]]
#The completed memo will now be displayed as the body of an email.  
+
#:<br>
#:[[File:Email-memo-mail-maildocument-asbody.png]]
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#Enter the email details. (See [[#Compose email window|the compose email window]] section for more information)
 +
#*Select the [[#Selecting an email recipient|email recipients from within Newton]] or within the [[#Selecting a contact stored externally in Microsoft Outlook|Microsoft Outlook address book]].  
 +
#*Insert an [[#Email signature|email signature]].
 +
#*[[#Adding attachments to an email|Add any attachments from within Newton or from your computer]].
 +
#Select '''Send'''.
 +
 
 +
=== Email signature ===
 +
The email signature for the current operator will be automatically placed as the footer of an email when it is started. 
  
=== Inserting an Email Signature ===
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Additional email signatures such as a house account can be configured in '''Setup''' -> '''Producer'''.  To select a different email signature, '''Right Click''' -> '''Insert Signature''' -> '''Choose... ''' and select the desired profile.  
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.  
+
[[File:Ic_info_black_24dp.png]] See: [[Email: Email Signature]] for more information.  
  
After merging a memo template the default email signature is removed. '''Right Click -> Insert Signature -> Default''' to place your signature back into the desired location.  
+
=== Email from a second Microsoft Outlook account ===
 +
The compose email window supports multiple email accounts within the same Microsoft Outlook profile. To send an email from a different email account, select the '''Account''' drop down, and select the desired account.  
  
==== Configure a New Email Signature ====
+
[[File:Email-compose-account.png]]
A new email signature can also be configured from '''Profiles -> Producer'''.
 
#Open the [[#Compose Email Window|compose email window]].
 
#Enter the desired signature information into the compose email window.
 
#Highlight the text (CTRL+A)
 
#'''Right Click''' and select '''Save As Signature'''.
 
#:[[File:email-signature-saveas.png]]
 
  
=== Compose Email Options ===
 
Select '''Options''' in the compose email window to view the extended email options.
 
 
Check '''Request Read Receipt''' to include a request for a Read Receipt.
 
  
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 option is not visible unless the profile contains two different email accounts.  This feature is not available with legacy versions of Microsoft Office, and shared mailboxes are not supported.
  
[[File:email-compose-emailoptions.png]]
+
=== Other options ===
 +
The main window has two options that can be selected to modify the email message.
 +
*'''Read Receipt:''' Include a request for a Read Receipt.
 +
*'''High Priority:''' Flag an email as High Priority.  
  
The reply-to email address can be specified as default behavior in '''Profiles -> Producer'''.
+
Select '''Options''' to view the extended email options.
== Attach a Received Email ==
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*'''Reply-To:''' Change the email address that will pre-fill when the recipient selects reply.  For example, redirect all replies to csr@insuranceagency.com instead of the original sender. This is only necessary if the desired reply-to email address is different than the sender’s. The default reply-to address can be configured [[Producer Profile|within the operator profile]].
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, or Company.
+
*'''Font:''' Specify the default font and font size for composing emails.
 +
 
 +
[[File:Ic_info_black_24dp.png]]  See: [[Preferences]] for additional email options.  
 +
 
 +
== Attach a received email ==
 +
Any email sent out of Newton is automatically saved. The content in the email will be stored as a [[Activity|permanent non-editable searchable activity item]], and any attachments will be stored within Newton automatically.
 +
 
 +
To attach an email received in Microsoft Outlook, simply drag-and-drop the email into Newton.  The emails can be attached to a [[Client Tab|Client]], [[Policy Dashboard|Policy]], [[Company Tab|Company]], or [[Vendor Tab|Vendor]].
  
 
The emails can be dragged directly from Microsoft Outlook, or from their saved location on your computer.
 
The emails can be dragged directly from Microsoft Outlook, or from their saved location on your computer.
  
[[File:email-attach-fromdesktop.png]]
+
[[File:Email-attach-draganddrop.gif]]
[[File:email-attach-fromdesktop-topolicyexpress.png]]
+
 
 +
 
 +
After dragging and dropping an email, the converted email will open.  [[#Reply or forward an email|Reply, Forward]], or close the converted email window.
  
After dragging and dropping an email, the converted email will open.  
+
[[File:Email-view.png]]
  
[[File:email-attach-converted.png]]
+
== 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: Client Dashboard|Client Dashboard]], or within the emails band on the [[Policy Dashboard]].
  
An email attached into Newton will be converted and listed under the Emails band on the client Basic tab. 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 a client email ===
 +
All emails saved to a client or to any policy on a client are visible on the [[Client Tab: Client Dashboard|client dashboard]].
 +
#[[Client Tab#Find a Client|Load a client]] on one of the [[Client Tab|client tabs]].
 +
#Select the (+) next to '''Emails'''.
 +
#'''Left-Click''' the '''Subject''' to view the desired email.
 +
#:[[File:Clienttab-Email-viewemail.png]]
 +
#[[#Reply or forward an email|Reply, forward]], or close the email.
  
''Any previously attached Microsoft Outlook emails from prior versions of Newton will be automatically converted as an Email when opened from the Attachments Band.''
+
=== View a policy email ===
 +
All emails saved to a policy are visible on the [[Policy Dashboard]]. Although the same items are listed on the client, filtering the list to a single policy is more efficient in most cases.
 +
#[[Client Tab#Find a Client|Load a client]] on one of the [[Client Tab|client tabs]].
 +
#Select the (+) next to '''Policies'''. ''(To expand the band by default, see: [[Preferences]].)''
 +
#'''Left-Click''' the desired policy number to open the '''[[Policy Dashboard]]'''.
 +
#Select the (+) next to '''Emails'''.
 +
#'''Left-Click''' the '''Subject''' to view the desired email.
 +
#[[#Reply or forward an email|Reply, forward]], or close the email.
  
== View, Reply, Forward, or Edit an Email ==
+
The [[Policy Dashboard]] can also be loaded using the [[Policy Keyword Search]].
=== View an Email ===
 
An email attached into Newton will be converted and listed under the Emails band on the client Basic tab.
 
#Load the Client on one of the four Client Tabs
 
#Expand the Emails Band.
 
#'''Left-Click''' the desired email.
 
#:[[File:email-basic-emailband.png]]
 
  
To list only emails for a specific policy:
+
=== Reply or forward an email ===
#Load the Client on one of the four Client Tabs.
+
[[#View a client email|Open the Email]]
#Select the '''Policy Number''' listed under '''Active Policies''' on the client Basic Tab.  This will open '''Policy Express'''.
+
*Select '''Reply''' to send an email to the original sender.   
#Select '''View Existing Item -> Emails'''.
+
*Select '''Reply all''' to send an email to all recipients included in the original message.   
#Double-Click to open an email.
+
*Select '''Forward '''to forward the email to a new recipient.  
 
=== Reply or Forward an Email ===
 
[[#View 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.
 
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 [[#Attach a Received Email|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.  
+
After [[#Attach a received email|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 ===
+
=== Edit the description of an email ===
#[[#View an Email|Open the Email]]
+
The description for an email can be edited from the original subject of the email. The description is listed within each of the email lists. When an email is opened, the original subject of the email is retained and displayed.
 +
#[[#View a client email|Open the Email]]
 
#Select '''Description''' and enter the new description text.
 
#Select '''Description''' and enter the new description text.
#:[[File:email-edit-changedescription.png]]
+
#:[[File:Email-edit-description.png]]
 
#Select '''Ok'''.
 
#Select '''Ok'''.
 
#Close the email window.  
 
#Close the email window.  
 +
  
 
To change the description without opening the email:
 
To change the description without opening the email:
#Load the Client on one of the four Client Tabs
+
#[[Client Tab#Find a Client|Load a client]] on one of the [[Client Tab|client tabs]].
#Expand the '''Emails Band'''.
+
#Select the (+) next to '''Emails'''.  
 
#'''Right-Click''' on the email and select '''Edit Description'''.   
 
#'''Right-Click''' on the email and select '''Edit Description'''.   
#Enter the new Description and Select '''Ok'''.
+
#Enter the new description and select '''Ok'''.
  
An Email description can be reverted to the original text by removing the Description and selecting OK.  
+
An email description can be reverted to the original text by removing the current description and selecting '''OK'''.  
  
=== Move an Existing Email to / from a Policy ===
+
=== Move an existing email to or from a policy ===
 
An email previously attached to the client only can be assigned to a policy number.
 
An email previously attached to the client only can be assigned to a policy number.
#[[#View an Email|Open the Email]]
+
#[[#View a client email|Open the Email]]
#Select '''Policy'''.
+
#Select '''Assign Policy'''.
#:[[File:email-edit-changenumber.png]]
+
#:[[File:Email-edit-policy.png]]
#Select the desired policy from the list and choose '''Select'''. ''Optionally Select '''Clear''' unassign a specific policy number.''
+
#Select the desired policy from the list and choose '''Select'''. Optionally Select '''Clear''' unassign a specific policy number.
#:[[File:email-edit-changenumber-selectapolicy.png]]
+
#:[[File:Email-edit-policy-select.png]]
 
#Close the email window.  
 
#Close the email window.  
  
=== Delete an Email ===
+
=== Delete an email ===
The operator must have a security access level of 9 to delete emails.  
+
An duplicate email or an email attached to the wrong client can be deleted by an office administrator. The operator must have a [[Security System|security access level of 9]] to delete emails.
#Load the Client on one of the four Client Tabs
+
 
#Expand the Emails Band.  
+
[[File:Ic warning black 24dp.png]]  You cannot recover a deleted attachment link.
#'''Right-Click -> Delete''' the desired email.
+
 
 +
#[[Client Tab#Find a Client|Load a client]] on one of the [[Client Tab|client tabs]].
 +
#Select the (+) next to '''Emails'''.  
 +
#'''Right-Click''' -> '''Delete''' the desired email.  
 
#Select '''Yes''' to confirm.   
 
#Select '''Yes''' to confirm.   
The original activity will not be removed.
+
 
 +
An activity will be recorded stating the item has been deleted. The email will be removed from the email lists, however the original activity cannot be modified.

Latest revision as of 16:18, 12 March 2020

Ic description black 24dp.png Newton User Guide: Correspondence
Ic info black 24dp.png Required Software Version: Spring 2017
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Emails in Newton are listed within the Emails band on the Client Dashboard, Policy Dashboard, Company Tab, Vendor Tab, and User Dashboard. Any email sent or received in Newton will also record the body of the email as a permanent searchable activity item.

Before you begin

Email integration requires the workstation or remote desktop session to have a current version of Microsoft Outlook installed and configured to send and receive email.

Ic info black 24dp.png See: Hardware Recommendations for more information.

Create a new email

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

Clienttab-Email-columnheaders.png

Create a client email

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

  1. Load a Client on a client tab.
  2. On the Client Dashboard tab select Create Item -> Email from the top toolbar.
    Clienttab-dashboard-toolbar.png
  3. Enter the email details. (See the compose email window section below for more information)
  4. Select Send.

Create a client email from the contact list

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

  1. Load a Client on a client tab.
  2. Left-Click the (+) next to Contacts. (To expand the band by default, see: Preferences)
    Clienttab-contactsband.png
  3. Left-Click on a contact email address. The selected contact email will pre-fill within the compose email window.
  4. Enter the email details. (See the compose email window section below for more information)
  5. Select Send.

Create a policy email

  1. Load a Client on a client tab.
  2. On the Client Dashboard tab select the (+) next to Policies. (To expand the band by default, see: Preferences)
  3. Left-Click the desired policy number to open the Policy Dashboard. (Optionally, Right-Click on the policy number and select Send Email to jump directly to the compose email window.)
    Clientdash-policies-selectpolicy.png
  4. Select Create Item -> Email within the top toolbar.
  5. Enter the email details. (See the compose email window section below for more information)
  6. Select Send.

The Policy Dashboard can also be loaded using the Policy Keyword Search.

Create a policy email using batch send

  1. Load a Client on a client tab.
  2. On the Client Dashboard tab select the (+) next to Policies. (To expand the band by default, see: Preferences)
  3. Left-Click the desired policy number to open the Policy Dashboard. (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. Select the desired Forms, Memos, or Attachments. Select Email.
  6. Enter the email details. (See the compose email window section below for more information)
  7. Select Send.

Ic info black 24dp.png 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.

Email-compose-2017.png

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.
  2. The Search Clients window will list active contacts for the client by default.
    Email-compose-searchcontact.png
  3. To select a contact, double click on the contact name. Multiple names can be selected and will be listed in the bottom white box.
    Email-compose-searchcontact-select.png
  4. 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.

Selecting a contact stored externally in Microsoft Outlook

Contacts stored externally in your Microsoft Outlook address book can also be selected from the compose email window. Left-click TO, CC, or BCC and select 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.

Email-contacts-rclick.png

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.

Email-attach.png


Choose the desired client or policy attachments, then select Add Selected within the top toolbar. If an older attachment is not listed, optionally select Show All Dates to remove the date filter. Select Browse to locate an attachment not previously stored in Newton. Only one attachment can be selected at a time through the browse window.

Email-attach-addselected.png


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.

Email-compose-attachment-draganddrop.gif


Ic info black 24dp.png See: Attachments for more information.

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.

Email-compose-memotemplate.gif


Ic info black 24dp.png See: Memowriter: Create A Form Letter Template for more information.

Use a previously completed memo as the email message body

If an existing client or policy 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. The completed memo text is transferred to the compose email window as the message body.
    Memo-mail-maildcoument.png

  3. Enter the email details. (See the compose email window section for more information)
  4. Select Send.

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 Setup -> Producer. To select a different email signature, Right Click -> Insert Signature -> Choose... and select the desired profile.

Ic info black 24dp.png See: Email: Email Signature for more information.

Email from a second Microsoft Outlook account

The compose email window supports multiple email accounts within the same Microsoft Outlook profile. To send an email from a different email account, select the Account drop down, and select the desired account.

Email-compose-account.png


The option is not visible unless the profile contains two different email accounts. This feature is not available with legacy versions of Microsoft Office, and shared mailboxes are not supported.

Other options

The main window has two options that can be selected to modify the email message.

  • Read Receipt: Include a request for a Read Receipt.
  • High Priority: Flag an email as High Priority.

Select Options to view the extended email options.

  • Reply-To: Change the email address that will pre-fill when the recipient selects reply. For example, redirect all replies to csr@insuranceagency.com instead of the original sender. This is only necessary if the desired reply-to email address is different than the sender’s. The default reply-to address can be configured within the operator profile.
  • Font: Specify the default font and font size for composing emails.

Ic info black 24dp.png See: Preferences for additional email options.

Attach a received email

Any email sent out of Newton is automatically saved. 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.

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, Company, or Vendor.

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

Email-attach-draganddrop.gif


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

Email-view.png

View, reply, forward, or edit an email

An email attached into Newton will be converted and listed under the Emails band on the Client Dashboard, or within the emails band on the Policy Dashboard.

View a client email

All emails saved to a client or to any policy on a client are visible on the client dashboard.

  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.
    Clienttab-Email-viewemail.png
  4. Reply, forward, or close the email.

View a policy email

All emails saved to a policy are visible on the Policy Dashboard. Although the same items are listed on the client, filtering the list to a single policy is more efficient in most cases.

  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 the Policy Dashboard.
  4. Select the (+) next to Emails.
  5. Left-Click the Subject to view the desired email.
  6. Reply, forward, or close the email.

The Policy Dashboard can also be loaded using the Policy Keyword Search.

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

The description for an email can be edited from the original subject of the email. The description is listed within each of the email lists. When an email is opened, the original subject of the email is retained and displayed.

  1. Open the Email
  2. Select Description and enter the new description text.
    Email-edit-description.png
  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 current description and selecting OK.

Move an existing email to or from a policy

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

  1. Open the Email
  2. Select Assign Policy.
    Email-edit-policy.png
  3. Select the desired policy from the list and choose Select. Optionally Select Clear unassign a specific policy number.
    Email-edit-policy-select.png
  4. Close the email window.

Delete an email

An duplicate email or an email attached to the wrong client can be deleted by an office administrator. The operator must have a security access level of 9 to delete emails.

Ic warning black 24dp.png You cannot recover a deleted attachment link.

  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.

An activity will be recorded stating the item has been deleted. The email will be removed from the email lists, however the original activity cannot be modified.