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Connect Your Company, Contact & Job Related Emails into the Notes Area(s) of Your FP System

On every Company, Contact and Job record in your system, you will see a Connect to Email option. Use this feature to connect your Company, Contact and Job related emails to the corresponding Notes tabs in your system.

Please review this article to learn more.

Overview

A Connect to Email button can be found on every Company, Contact and Job page in your system. Clicking this button will reveal the unique functionpoint.net email address for each of those Companies, Contacts or Jobs.

When you click the Connect to Email button, you have 2 options:

  1. Copy and paste the unique email address (for the Company, Contact or Job) into the email provider you use. Include any other Contacts in the email message, as well as the email content of your choosing, and the attachment of any files. Send the message as you would otherwise.
  2. Click the hyperlinked area, to auto-generate an email message, that will populate with the unique email address (for the Company, Contact or Job).  Include any other Contacts in the email message, as well as the email content of your choosing, and the attachment of any files. Send the message as you would otherwise.

What's the difference you ask? The unique email address is the same in both option 1 and 2. The difference comes down to your preferred workflow, and even more so, how you use email on your computer.

To check your email or to compose email, if you have to login to a web browser, then option 2 will not work for you. If you use an installed email product on your desktop, such as Thunderbird, Mac Mail, or Postbox, then option 2 will work just fine.

Above, because I use an installed email product called Postbox, clicking "Click this Link" prompts Postbox to compose a new email message for me. (1) In the To field, the system has inputted the email address I have on record for Tony. (2) In the Cc field the system has pasted in the unique functionpoint.net address. (3) The system has even tried to lend a hand by generating a Subject line for me.

I can then add any additional recipients, change the subject line (as needed), attach files, add email content and send the message off.

Regardless of if you cut/ paste the unique Connect to Email address, or use the Click this Link function, once the email hits the functionpoint.net servers, the system will look to convert this email into a Note. There will be some minimum criteria that need to be met in order for this to be successful.

  1. One person on the email needs to be a staff contact in your FP system. The email address on the message must match the email address on their Contact record in that FP system. In other words, I'm sending email out from my emma@functionpoint.com address, which matches the address on my Contact record in my FP system.
  2. The unique functionpoint.net address from the Company, Contact or Job needs to be included. This address can be in the To, Cc or Bcc line.
  3. There also needs to be at least one other person on the email. This can be another member of staff, or any other contact. That email address also needs to match the email address on their Contact record in that FP system.

If these criteria are met, the system will convert the email into a Note, and store that Note with the Company, Contact or Job record in your FP system.

Please see subsequent steps for specific screens for each level.

Connect to Email - Company Level

Navigate to any Company page. Notice the button in the top right - Connect to Email. Click this button for further directions.

You now have two options to connect an email you send about this Company, to the FP Notes tab of this Company.

Option 1 is to copy the unique email address shown, and to copy it into the To or Cc line of your email.

Options 2 is to just click the highlighted link, to open your default mail client. The unique email address will appear in the To line for you.

Per the image above, be advised that (a) the unique address needs to be in the To or Cc line, and (b) the email needs to be sent from the email address that matches the staff email address in FP In other words, in FP my email address is stored on my Contact record as emma@functionpoint.com. So the email I send out from, that includes this unique email address, also has to be emma@functionpoint.com.

Compose your email as normal. Add recipients, add or edit the subject line, compose a message, and even attach files as needed.

Almost immediately after sending my email, it will store as a Note at the Company level. Hovering over the note will show me the content, or I can click into it to see more information.

Connect to Email - Contact Details

Navigate to any Contact page. Notice the button in the top right - Connect to Email. Click this button for further directions.

You now have two options to connect an email you send about this Contact, to the FP Notes tab for this Contact.

Option 1 is to copy the unique email address shown, and to copy it into the To or Cc line of your email.

Options 2 is to just click the highlighted link, to open your default mail client. The unique email address will appear in the To line for you.

Per the image above, be advised that (a) the unique address needs to be in the To or Cc line, and (b) the email needs to be sent from the email address that matches the staff email address in FP In other words, in FP my email address is stored on my Contact record as emma@functionpoint.com. So the email I send out from, that includes this unique email address, also has to be emma@functionpoint.com.

Compose your email as normal. Add recipients, add or edit the subject line, compose a message, and even attach files as needed.

Almost immediately after sending my email, it will store as a Note at the Contact level. Hovering over the note will show me the content, or I can click into it to see more information.

Within the details of the Note, I can even see the file I attached to my email message. The only limit with files, is the size of the individual file - it cannot exceed 50 Mb.

If and when the Contact responds to my email, their reply will store as another Note.

Caveats:

i) The email from which they reply matches the email address on their Contact record.

ii) The reply includes the unique email address from FP This is easy to include if the Contact chooses a "Reply All" option when responding.

Connect to Email - Job Details

Navigate to any Job page. Notice the button in the top right - Connect to Email. Click this button for further directions.

You now have two options to connect an email you send about this Contact, to the FP Notes tab for this Contact.

Option 1 is to copy the unique email address shown, and to copy it into the To or Cc line of your email.

Options 2 is to just click the highlighted link, to open your default mail client. The unique email address will appear in the To line for you.

Per the image above, be advised that (a) the unique address needs to be in the To or Cc line, and (b) the email needs to be sent from the email address that matches the staff email address in FP In other words, in FP my email address is stored on my Contact record as emma@functionpoint.com. So the email I send out from, that includes this unique email address, also has to be emma@functionpoint.com.

Compose your email as normal. Add or remove recipients, add or edit the subject line, compose a message, and even attach files as needed.

Almost immediately after sending my email, it will store as a Note at the Job level. Hovering over the note will show me the content, or I can click into it to see more information.

If and when the Contact responds to my email, their reply will store as another Note.

Caveats:

i) The email from which they reply matches the email address on their Contact record.

ii) The reply includes the unique email address from FP This is easy to include if the Contact chooses a "Reply All" option when responding.

FAQs

Q: Does the Company need a Contact for me to be able to use this feature?

A: A Company level Contact is not required in order to use the Connect to Email button. An example of this scenario might be if you and a colleague are emailing back and forth about a potential client company, for which you don't know any people yet, and you want to capture those exchanges in your system. You can use the unique address at the Company level on your emails, and the email will store as a Note at the Company.

You only need a Contact if you want to store the email as a Note at the Contact level.

Q: Does the Job need to be open/ active for Connect to Email button to work at the Job level?

A: Nope. Connect to Email on a Job is not connected to the job status.

Q: Can Notes on a Job only be seen if I'm on the Job page?

A: Nope. All Notes on Jobs and/ or Contact levels, also store to the Company level. You'll always be able to see any and all Notes when you are looking at a Company record. You can also search for any Note or Notes via that module.

Q: If I use Option 2 in the Connect to Email window, my email client puts that address into the "To" line of my message, and it's inputting a subject line too.

A: We've done this in an effort to save you some time. You're not obligated to keep the address in the "To" line, or use that subject line. We do advise that you keep the unique address in the To or Cc line though - this way when your client performs a "Reply All" to write back, the unique address will be included, and the message stored as another Note in your system.

Q: Do I need to go to the Company/ Contact/ Job page and hit Connect to Email every time?

A: Not necessarily. Many email clients will remember email addresses you've used once, and can auto-fill the unique email address associated to the Company, Contact or Job you need the email to store to under Notes. If you do end up going into your FP system and generating emails using the Connect to Email button, it will not result in many (if any) extra clicks, and it's certainly worth it to have this information stored in your system.

Q: Can I add Notes to the Company, Contact or Job by just emailing the email address I see on each of those levels?

A: Sure - but if you are just wanting to add notes, and not records of emails, you would be better to choose to Add Note straight into your FP system, rather than emailing those notes in.

Additional Know-How

The FP Connect to Email feature will process your email messages onces they hit our server. Emails hit our server when they include the unique email address(es) visible when you click Connect to Email. These email addresses all have the extension of @functionpoint.net.

Function Point is not capable of capturing your incoming email messages - FP is not your email client. We can only sort and store messages that get sent to the @functionpoint.net account(s).

There is the option to use a Global @functionpoint.net address, which you can find in your system under Admin > System Set Up > System Preferences and the tab called Email. Learn more about that option in this article: Use the Global Email Address to Further Connect Your Emails to FP

And should you use Gmail or Google based email, getting those emails into your FP system is even easier, as Gmail allows for auto-bcc'ing to be configured. Please review this article to learn more: Use the Optional Universal bcc Email Address with Google Mail

We welcome your questions or concerns: support@functionpoint.com

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