Send and Store Emails Directly Against Jobs in WorkflowMax

You will be able to store and send emails in WorkflowMax using the Collaboration Manager.

Collaboration Manager

Handy Tool to keep everyone all in one page.
Using this feature gives you the ability to send emails related to a particular job directly to WorkflowMax and store all correspondence against a job, quote or lead in the ‘notes’ tab.
This means that anyone involved in the project can access and view critical information, rather than having it lost in the depths of your personal email inbox.
It’s also a simple way of storing related documents against a job or quote as you can just email them in.

:: There are different areas and ways to dealing with email in Workflowmax both incoming and outgoing.::

Incoming Email using Collaboration Manager

:: Allows you to send and store email directly against your jobs within WorkflowMax.

1. In your WorkflowMax dashboard. Select Jobs→Collaboration

2. Into the configuration Manager view, select configuration

3. In the Email Address: custom the prefix to anything you want, probably your business name.

4. Select your Time Zone:

5. Then, SAVE

:: Any email which includes the email address you design (ex. company@emailmyjob.com) either in the To, CC, BCC or by Forwarding will end up in the Email tab.

:: If a valid Job or Quote number is in the subject line it will automatically assign to the job or quote.

::The system also generates a notification for unassigned emails arriving in the collaboration manager.

6. Select the email, and select the job, lead, or quote it’s designed for.

7. And then, Assign

 If you go to the quote, the email will show in the note tab. Along with an email which has the quote number in the subject line and was automatically assigned.

Outgoing Email using Collaboration Manager

Emailing out of WorkflowMax is easy too.

Emailing from within a job.

1.From quote > Notes tab> Drill down to New Email button and select.

2.It will open a new email within your email client. It will be addresses to the client contact email. The @emailmyjob.com address is copied in automatically. And once sent will be in the notes tab of the job.

:: Otherwise, when emailing invoices, quote, estimates or purchase orders. The email will generate from within WorkflowMax. Selecting ‘send me a copy’ sends it to the email address you use for logging in

Other preferences associated with this outgoing email.

Go to Business > Settings > Personalize. Then select the Email tab.

To have invoices sent from a common email address organization wide. Ex. Your account email. Enter that into Invoice sender Name.

Note: This option is only for invoice

Drill down and you’ll see below an option to personalize the subject lines of outgoing emails. Simply make the changes in these items in brackets which will pull the information from WorkflowMax. Once complete, click SAVE

Adding Signature to outgoing emails

1.Go to username settings menu.

2.Add your email signature into the Email signature box. You can only add plain text with no graphic. It’s also unique for each user so you’ll need to make sure each staff member sets up their own.

3.Once happy, click SAVE