Managing Ineight Mail

There are some key functionalities you can use to manage mail in the Mail Register.

InEight also provides an Outlook Integration tool if you prefer to access your InEight Document Mail using Microsoft Outlook.

For more information on how to manage mail, see the information below.

Changing Mail Status

Every mail item has a status. Filter mail by status to see which items require action from you or a recipient. Manage resolved mail items by changing their status to closed out. You can also automatically set mail items to be given an automatic status in user preferences.

To change mail status in the Mail Register:

  1. Select the mail and click Actions.

  2. In the Change status to menu, select the new status.
    New Status selected in Change status to menu from Actions in Mail register

  3. Click Yes.

To change mail status in the mail:

  1. Open the mail.

  2. Select the new status from the drop-down menu.
    New status menu from mail status menu panel

  3. Click Save changes.


Adding Contacts

You can add contacts from different companies in the To field of mail.

To add a contact:

  1. Open the mail compose screen.

  2. Click To.

    Adding contacts in the TO field from mail compose panel

  3. Select the company from the drop-down menu.

  4. Select the contact and click the arrow icon.
    Selecting contact with arrow icon from the company dropdown menu in mail compose panel

  5. Click Save

You can also add contacts to the Cc and Bcc fields using the arrow icons.


Using Contact Groups

You can use contact groups to easily send mail to all required recipients.

To use contact groups:

  1. Open the mail compose screen.

  2. Click To.

    TO button field in mail compose panel

  3. Select Contact groups.

  4. Select the contact group and click the appropriate arrow icon to assign them to the To, Cc or Bcc fields.
    Contact group selected with arrow icon to select contact in mail compose panel

  5. Click Save.


Generating a Mail Hyperlink

A hyperlink to a mail item can be sent to another user that will take them directly to that mail. The user must have access to the mail and log in to view the item.

To generate a mail hyperlink:

  1. Select the mail.

  2. Click Actions and select Generate Mail Hyperlink.

    Generate hyperlink from Actiions menu in Mail register

  3. Click Copy link.

    Copy link from Generate Mail Hyperlink panel

  4. Click Close.

Generate a hyperlink for the current Register view by selecting Generate hyperlink for the Current Register.


Sending Drafts

You can send drafts from within the Drafts folder of the Mail Register.

To send a draft:

  1. Click the Module drop-down menu.

  2. In the Mail menu, select Drafts.

     

    Drafts selected in Mail menu

  3. Open the draft mail and make any required updates.

  4. Click Send.

Printed drafts are automatically stamped as DRAFT.


Duplicating Mail

You can duplicate mail to copy attributes from an existing mail. You can edit the new mail as required.

To duplicate mail:

  1. Select the mail and click Actions.

  2. In the Duplicate menu, select the type of new mail.

    Duplicate meny from Actions in Mail register

  3. Edit the mail details.

  4. Click Send.


Cancelling Mail

You can only cancel mail from the Sent Items folder. Mail can only be cancelled if this option is activated in the project settings.

To cancel mail:

  1. Click the Module drop-down menu.

  2. In the Mail tab, select Sent Items.

    Sent items selected in Mail menu

  3. Click Actions and select Cancel.

    Cancel mail in Actions menu from Mail register

  4. Click Yes.

    Select yes or no in Cancel mail panel

  5. Enter a reason for cancelling the mail.

    Enter reason for cancelling mail, confrm cancelllation and notification to recipient

  6. Select whether you want to apply the same reason for all items.

  7. Select whether you want to notify the mail recipient(s).

  8. Click Confirm cancellation.
    Cancelled mail confirmation

  • Cancelled mail will be displayed as greyed out in the Sent Items folder and in mail threads.

  • Cancelled mail will also be displayed with a watermark saying cancelled.

  • Cancelled mail will not be removed from external contacts mail system / inbox. If the file was physically attached, it cannot be removed. If it was sent as a hyperlink, the link will be invalid.

  • To view cancelled mail in the mail register, click Filter/Sort and check Show cancelled Mail.

    Show cancelled mail in Filter/Sort list from Mail register


Deleting Mail

You can only delete mail in the Drafts and Unregistered Mail folders. Mail items in your Inbox and Sent Items folders cannot be deleted.

All deleted mail is moved to the Deleted Items folder. From here, you can delete it permanently.

To delete mail:

  1. Select the mail.

  2. Click Actions and select Delete.

    Delete mail in Actions meny from Mail register

  3. Click Yes.

To restore deleted mail:

  1. Click the Module drop-down menu.

  2. In the Mail menu, select Deleted Items.

    Deleted items selected in Mail menu

  3. Click Actions and select Restore.
    Restore mail in Actions meny from Mail register

  4. Click Yes.

To permanently delete mail from the Deleted Items folder, click Actions and select Delete.


Forwarding Mail in Bulk

Mail can be forwarded in bulk.

To forward mail in bulk:

  1. Select the mail items you would like to forward

    Forward clicked select mail type from Mail register

  2. Click Forward and select the mail type.

  3. Select the Recipients and populate the mail fields.

  4. Click Send.

    Bulk Mail forward status prompt

  1. The mail items will be forwarded in Bulk, you will receive a prompt informing you of the mail reference no.