Using the Mail Register

The InEight Document (DOC) Mail module controls the process of sending and receiving mail and communications between project participants.

The typical process for sending and receiving InEight Mail is:

Users create and send outgoing mail using the Mail module.
Recipients within InEight Document receive a notification via their corporate email system with a hyperlink to the mail.
Recipients who are registered as external contacts receive a copy of the mail.
InEight users read and respond to received mail within InEight Document.
External contacts reply using their corporate email system. This mail comes back into InEight via the DOC unregistered mail folder.

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

For more information on using the Mail Register, see the information below.

Viewing the Mail Register

The Mail Register contains all mail related to a project.

The Mail Register includes an Inbox, Sent Mail, Drafts, Deleted items and Unregistered Mail folders. If you have access to these mailboxes, they can be found by selecting the Mail module.

Mail can be sorted by clicking on column headers or using the column filters. You can also search for mail using the search box above the Register.
Click the mail reference number or double click the row to open, read or respond to mail.
Select mail in the Register and click Actions for more options.

Searching for Mail

There are three ways to search for mail in the Mail Register.

Simple search – Enter key words in the search box above the Register. The Register will display mail containing those key words.
Filter and sort – Click Filter/Sort to select filters for your search. Click Apply to apply the search filters.
Column filters – Enter key words into the columns above the Register or select the drop-down lists to apply filters to that column.

Using Mail Folders

Allocate mail items into folders to make them easier to sort. To view mail folders, click the arrow icon to expand the folders section.

Smart Folders can automatically file mail or other data based on folder rules.

Dynamic Folders can automatically create folders and file mail based on mail fields (metadata).
Swap between folder types by using the Folder view drop-down menu.

To file mail into folders:

Open the mail item.
Click the folder icon.
Select the folder.
Click Apply.

Mail Items can be filed and viewed in multiple folders. However, there is only ever one copy of the mail in InEight Document.
Mail items that have been filed in one or more folders have a folder icon displayed in the Register.

Creating and Sending Mail

You can create and send new mail directly from the Mail Register.

To create new mail:

Click the plus icon and select the type of mail.
Enter the mail details.
Enter a message in the message field.
Click Attach files to upload files.
Click Send in the top right corner.

Click Save as draft to save the mail as a draft.
Click the arrow next to Save to choose from additional options, send and close out the mail or send it for review.
To use a custom footer, scroll down and select a custom footer from the drop-down menu.
To make internal notes about the mail, scroll down and enter information into the Action note and Response fields.
Click the print icon and select Print preview to preview the mail.
Click the folder icon to file the mail in a folder.
Attach a PDF or HTML copy of the mail by selecting the check box above the message field.

Responding to Mail

You can respond to mail directly from the Mail Register or from within the mail itself.

To respond to mail from the Register:

Select the mail to enable more options.
Click Reply and select the mail type.
Enter in the message details.
Click Send.

To respond to mail within the mail item:

Open the mail.
Click Reply and select the mail type.
Enter in the message details
Click Send.

After selecting mail in the Register, you can also select:
- Reply All: Reply to all recipients.
- Forward: Forward the mail to more recipients.
- Mark As: Mark the mail as read or unread.
Replies and forwards are automatically linked to the mail.