You can automatically assign incoming mails to the matching files. That way, besides master data and documents, you always have a person's complete mail correspondence at hand – ideal for customer service or HR management, for example.
1. Open the assignment settings
Open the Project Settings (gear icon) and, in the left navigation under Interfaces, select Mail. In the Mails in Records section, expand Mail Assignments.
2. Create an assignment rule
Click Add New Line. A staggered drop-down menu opens in which you define which elements of a mail (e.g. sender, subject, body) and which elements of a file (e.g. a field) a mail should be matched against.
You can combine several rules and use “and” or “or” to decide whether they must all be met at once or individually. Example: mails that contain a certain surname or company in the sender – or a certain customer ID in the body – are assigned to the file in which these values appear in the corresponding fields.
Note: these are the fields holding the core information of the file. You create them in the project settings under Fields. If you want to sort by customer ID, for example, a corresponding field must exist in the file.
3. Save and apply
Click Save changes. The rules apply to the entire project: matching mails then appear in the respective file under the Mail tab. In the general mail list you can still view all mails across all files.
Rule for a single file
If a rule should apply to one specific file only, open that file, switch to Mail and click Modify Search query. There you can add extra rule lines or remove individual ones without affecting the project-wide assignment.
Fast filters
Directly below the assignment settings you can set up fast filters – predefined search terms (e.g. “order” or “registration”) that can be selected with one click in the mail view. Enter the term in the Enter default text field and save. In a file's mail view the filter then appears as a button.