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5.11 Email Rules- Tools to Manage your Email

Sep/19/2008



For people who have needs for different types of Automation Tradepoint allows you to create rules that will apply to incoming messages.

This is designed to assist those who have large amounts of email in managing the resulting actions prompted by those emails. For example, web based sales orders, returns and refunds are just a few examples of how the Email Rules can assist in managing your incoming email traffic.

From your Email Account the Rules icon is highlighted and found in the main tool bar.

To create a Rule, choose the Email Account your Email rule will be associated with:

From there you will see several icons at the top of the page. Each one will provide options concerning your Email rule.

Each of these icons will let you define specific terms for each of your Email rules. The highlighted 'Contains' icon will direct you to a screen where you can define what the incoming email contains.

Each field shows options for how an Email rule can be defined for incoming messages.

An example would be all orders, sales, service requests or even returns can be parsed to a specific person/contact, project, or email folder (which can then be accessed by multiple parties if using Exchange Server for Email) to be processed through your day .

This way any regular email traffic won't get lost in a higher volume of emails and any orders, sales, service requests or returns won't be over looked either. 

Just as an incoming email can be defined by what it contains, it can also be defined by what it doesn't contain.

The 'Doesn't Contain' icon will direct you to a screen that looks just like the 'Contains' however, an email will be parsed out based on what it does not contain rather than what it does.

After an Email Rule has been defined by the properties of what it does or does not contain as an incoming message the next step is to define what happens to that message after it has been defined. The 'Move To' option will direct you to a screen where you determine the action that happens next.

An incoming message can be moved to a Folder, Contact File or Project. (You also have the option of creating a New Folder from this window). From this window, click on the round button and then specify the folder, or search for and specify the contact or project.

Tradepoint also provides tools to prompt events (that have been defined by the user) based on these Email rules.

The events icon will direct you to a screen where you can prompt a Task, Call Log, Appointment or Email as a part of an Email Rule.

You see the rule name showing at the top and the bottom of the screen will show the icons to create and specify Events for that rule.

Each rule can have multiple Events if that is necessary.

 For example, in the case of a service call you may want to define a 'New Email' plus a 'New Call' that will happen when an incoming email comes in. This will provide a seamless experience for the person emailing you through your website as well as internal alerts and notifications for specific individuals as to the events they have to complete or follow up on.

Your Email Rule will be saved when you close the window.



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