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How fp. Handles Email Integration - An Overview

Function Point has the ability to store your email communications as fp. system Notes. Please review this article for an overview of the 2 ways by which the system can capture these emails, and the criteria needed in order for the system to do so.

Connect to Email Feature

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.
  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.

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

To check email or compose email, if you have to login to a web browser, then option 2 will not work for you. If you use an installed 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, and add email content.

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.
  2. The unique functionpoint.net address from the Company, Contact or Job needs to be included. Can be in the To, Cc or Bcc line.
  3. At least one other person on the email (can be another member of staff, or any other contact) and the address on the email message 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.

To learn more detailed steps regarding the Connect to Email buttons, please review this article: Connect Your Company, Contact & Job Related Emails into the Notes Area(s) of Your fp. System

Global Address Feature

Each fp. system has it's own unique global functionpoint.net email address. This address can be used in tandem or in lieu of the Connect to Email feature.

This address can be found in your system under the Admin area > System Set Up > System Preferences: Tab called E.Mail, field called fp. System Mailto.

As with the unique emails via Connect to Email, with the global address in play, once the email hits the functionpoint.net servers, the system will try to process 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.
  2. At least one other person on the email (who is not another member of staff) and the address on the email message also needs to match the email address on their Contact record in that fp. system.
  3. The unique functionpoint.net global address needs to be included. Can be in the To, Cc or Bcc line.

Note: Emails that are strictly from one staff member to another, with no other recipients, are not captured in the system using this global address.

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

Where/ under what contact the email is stored as a Note, is based on the system trying to make the best decision/ best guess from the people in the To & Cc fields. It may not always get it “right”, but always does the best it can.

Should the system store the Note under a Contact other than the one you wanted, just move the Note.

Certain email clients such as Gmail, allow for the set-up of an "auto-bcc" feature - meaning you can set your email to always include the global functionpoint.net address in all of your outgoing messages. With auto-bcc, you can capture both your outgoing and incoming messages, so long as the system recognizes email addresses from your fp. system.

Several other popular email providers do not offer this option, but do allow you to set up forwarding rules - meaning you can set you email up to always forward a copy of every set, and/ or every received email message to the global functionpoint.net address.

Emails with auto-bcc set up. or with forwarding set up still need to meet the same criteria mentioned above, in order for the email to store in your fp. system. Speak to your in-house IT person to find out what program is operating your email. They should also be able to tell you if this email provider offers auto-bcc'ing options.

To learn the specific steps associated with setting up using Gmail, please review this article: Use the Global Bcc Email Address with Google Mail

If you do not use Gmail, but would still like more info on this global address, please review this article: Use the Global Email Address to Connect Your Emails to fp.

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

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