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Email Box

intraComm can receive and send external emails and integrate emails into Messages. Moreover, it can help us to manage our Group Emails (emails handled by multiple staffs e.g. info@ourOrganization.com) easily.

For How to Recieve External E-mail, please refer to the Example section.

We can get our emails as [Email] Messages from POP3 or IMAP mail boxes at Communication > Mail Box.


Figure: Mail Box

 

On the Mail Boxes, the Small Buttons: 

Get Mail
-- get the emails from the selected Mail Box

Change Password
-- change the password of the Mail Box

For  Create,  Modify,  Delete and other buttons, please refer to Common Small Buttons for details...

 

The Mail Box record has following fields:

  • Record#: the unique record number of the Mail Box
  • Email: the email address of the Mail Box which is also a unique field
  • Mail Box: a unique string used to represent the Mail Box with format: [mail box login name]@[mail box address]
  • Share: share this Mail Box to other Users (Shared Users). (If this field is left BLANK, it is Personal Email Box, otherwise called Group Email Box). It is the key field helped to manage Group Email since the Shared Users can
    • read the info of this Mail Box (read only)
    • get the emails from this Mail Box (except the MailBox Property: Get mails by Owner Only is set)
    • read the emails getting from this Mail Box
    • read the Message send by the email of the Mail Box
  • Position: it is a Message, the emails getting from this Mail Box are placed under this Message
    The default Position is Default Folder: External Mail Collection Box
  • Common Tag: the Tags will copy to the emails getting from this Mail Box as Common Tags
    The default Tag is < (Unsorted)
  • MailBox Properties: we can configure none, one, two, ... or all of following properties:
    • Use SSL: connect the Mail Box via Secure Sockets Layer
    • Auto Sort (Recommended, BUT slower):
      It will try to place email under their related Message (if any, just estimate)
      For example, we have send out a email with subject: How are you. Later, we receive an email with subject: Re: How are you, then the System will place this incoming email under the How are you Message.
    • Open to ALL Related Readers:
      The Message Property: Open Level is set to ALL Related Readers
    • Get mails by Owner Only: ONLY the Mail Box Owner can get the emails from this Mail Box
  • Owner: the User owns this record. He can modify (include changing the password) this record, get and read the emails from this Mail Box but ONLY the Creator can delete this record
  • Creator: the User creates this record. He can modify (include changing the password), delete this record and get mails from this Mail Box but ONLY the Owner and Shared Users can read the emails
  • Remark: the remark of this record (support HTML)
  • Status: Effective vs Cancel
  • Protocol: POP3 vs IMAP
  • Port: the port used to connect the Mail Box
    eg default Port for POP3 is 110, default Port for SSL POP3 is 995
  • Date Chop: the date time for the record updated

Remark:
-- the password of the Mail Box is hidden from ALL Users but the Mail Box Owner and Creator can change the password
-- ONLY the Owner, Creator and the Shared Users can browse and get emails from Mail Box
-- ONLY the Owner and Shared Users can read the emails from Mail Box
-- ONLY the Owner and Creator can modify (eg change password) the Mail Box
-- ONLY the Creator can delete the Mail Box

 

[Email] Message

The email getting from Mail Box would integrate into Messages as [Email]. The incoming email address (the email address of the sender) is shown on the Author field of the Message. We can traced the Mail Box gotten the email at the Message Panel: Relative Tab List: Reader


Figure: The Mail Box of Incoming Mail

The email address (e.g. pwongicd@yahoo.com.hk) for Read (Recipient) is the Email of the Mail Box gotten the email.

 

The outgoing email address

The outgoing email address (the email address used to send Message) can be selected at From (Mail) field on Compose Message Window during composing Message. It can select from the list includes:

  • The email address of Author (default)
  • The Email of our own or shared Mail Box (ie we are the Owner or Shared Users of the Mail Box record)

After sending Message, we can also trace the outgoing email address and all recipients (include email recipients) at the Message Panel: Relative Tab List: Reader 


Figure: The Outgoing Email Addres

The email address (eg pwongicd@yahoo.com.hk) for Origin is outgoing email address. The email address for Email or Email (CC) are the email recipients

 

Manage Group Email

Group Email -- the email address may be handled (receive and send) by multiple staffs e.g. info@ourOrganization.com or sales@ourOrganization.com.

For example, there are a lot of incomings of the Group Emails and need several staffs to handle. Each staff likes to read all of the incoming mails and also likes to know the reply of the mails by other staffs.

It is easy, just add these staffs into the Share of the Mail Box, then the Shared Users can:

  • read the mails getting from this Mail Box
  • read the Message send by the Email of the Mail Box

Remind: The Message sent from the email address of a Mail Box, ALL Shared Users of the Mail Box can read the Message whatever the Message has email recipients or NOT