To help you keep track of all your client and job-related email communications, Function Point has the ability to save your emails as Notes under your Company, Contact, and Job records. There are two ways to do this and the method you should use depends on your needs.
Method 2 allows for more flexibility in where your emails are stored in FP, but requires you to find a unique Mailto address for each email.
For Gmail users, you can also automate this process. Check out this article to learn more: Connect your Gmail to Function Point
Method 1: The Global FP Address
Using this method, emails you send to your clients will be stored under the "Notes" tab of the client's Contact record, the client's Company record and your own Contact record.
Note: this method only works if your client's email address exactly matches their record in FP and your email address is the same as your staff Contact record in FP.
For privacy reasons, this method will not capture emails sent between staff members unless there is a non-staff Contact also on the email.
Find your Global FP mailto address by navigating to Admin > System Set Up > System Preferences and clicking on the E.Mail tab
Copy your unique System Mailto address and paste it into the CC field of an email you'd like to save as a Note in FP.
Note: the System Mailto address must be in the CC field (not the BCC field) for the email to be captured by the system.
Once you've sent the email, it should appear shortly in the Notes section of the Contact you sent it to, your own Contact record, as well as the recipient's Company record. Any files attached to the email will be saved as well.
If you're a Gmail user, you can set up your system so that the System Mailto address is always in the CC field of your emails. To learn how to do this, check out this article: Connect your Gmail to Function Point
Method 2: Company/Contact/Job-Specific Addresses
This method gives you more flexibility in terms of which emails get stored and where they get stored. However, it requires finding the specific Mailto address of the Company, Contact or Job you'd like to store the email under.
Unlike Method 1, the recipient's email address is irrelevant and will not affect where the Note is stored. This is useful for retroactively storing emails and Notes in your FP system, as you can forward emails to yourself, with an FP Mailto address in the CC field and have the emails stored in the location/s of your choosing.
Under the Company, Contact or Job record that you'd like an email to be attached to, click on the Connect to Email button.
A popup will appear with a Mailto address that is unique to that specific record.
Paste the Mailto address into the CC field of your email and send.
Note: the Mailto address must be in the CC field (not the BCC field) for the email to be captured by the system.
Once you've sent the email, it should appear shortly in your FP system. Any files attached to the email will be saved as well. Which Notes sections the email will be stored in will depend on which type of Mailto address you used. For this example, I used a Contact Mailto address, so the email is stored as a Note under the Contact's Notes tab (Luna), the Company Notes tab (Umbrella Bird Jewellery) and my own Notes tab (Nicole). The table below provides an overview:
|Mailto Address Used:||Pages Where the Email will be Stored as a Note:|
|Job||Job, Job Contacts, Client Company, your Contact|
|Contact||Contact, Client Company, your Contact|
|Company||Client Company, your Contact|
We hope this article was helpful! For more step-by-step articles, videos, and webinars, check out the rest of our Help Centre. You can also contact us at firstname.lastname@example.org with any questions, concerns, or comments. We're happy to help.