Important

You are browsing the documentation for version 1.6 of OroCommerce, OroCRM and OroPlatform, which is no longer maintained. Read version 5.1 (the latest LTS version) of the Oro documentation to get up-to-date information.

See our Release Process documentation for more information on the currently supported and upcoming releases.

Available in OroCRM Available in OroCommerce

My Emails

Note

Before you start using My Emails, please configure your personal mailbox connection to the mail server. See Personal Email Configuration for more information.

Oro application allows you to send and receive emails from within the system using both personal and system (company-wide) mailboxes. You can neatly design letters using HTML formatting and a built-in text editor, create and use email templates, attach files to emails, configure personalized signatures.

It is also possible to configure auto-actions and auto-responses. For example, with auto-actions, for each email received to a certain mailbox, a lead record or a case may be created in the system.

Oro also provides a feature of auto-assignment to contact, thanks to which new emails synced into the application are automatically linked to contacts, if email addresses of these contacts appeared in the correspondence.

Enterprise Editions of Oro application also support integration with Microsoft Exchange Server and Outlook.

See a short demo on how to create and manage emails, or keep reading the step-by-step guidance below.

Navigate to My Emails by clicking on your user name on the top right of the application page.

From the page of all emails, you can:

  • View all available emails
  • Filter emails
  • Compose a new email from scratch or using a template and send it
  • Synchronize emails with your email server (e.g., save drafts)
  • Mark one or selected emails as unread

Save Table Views

There are four table views for emails available by default:

  • All Emails (contains all available emails).
  • Inbox (contains newly delivered emails).
  • Sent Mail (contains sent emails).
  • Mailbox: Local (contains emails sent to the user’s personal email).
Four table views for emails available by default

Use Filters

To enable filters for My Emails page, click the button on the right:

Filters sort your emails based on certain criteria, such as subject, date/time, message type, folders, status, mailbox, etc.

To find a specific record, click and select the necessary search parameter from the list:

Select the necessary search parameter from the list

To save a page filtered according to the necessary criteria:

  1. Filter your emails according to your requirements using Filters.
  2. Click Options.
  3. Select Save As/Save As Default.
  4. Give your email page a name and click Save.
  5. The saved page should now appear on the list.

Note

To synchronize your emails manually, click Sync Emails on the top right of the page with all emails.

Compose A New Email

To compose a new email:

  1. On the page of all emails, click Compose on the top right.
  2. Provide the following information on the page that opens:
Field Description
From The From field should contain the email address of the sender. Note that the primary email address is used as a default value and additional addresses are available in the selector for the From field.
To The To field should contain the email(s) of the recipient(s). You can add more than one email to the field. Cc: Clicking Cc (carbon copy) will prompt a new field to appear to include more recipients to the emails whom the sender wishes to publicly inform of the message. Such recipients will be visible to all other recipients. Bcc: Clicking Bcc (blind carbon copy) will prompt a new field to appear to include those recipients whom the sender wishes to inform of the email discreetly. Such recipients are not visible to anyone.
Subject Short, descriptive outline of the email message displayed in the mailbox of the recipients.
Apply Template
You can apply a pre-configured template for your email. More information on email template configuration can be found In the corresponding section of this guide.
Keep in mind that the ability to view and add email templates from the dropdown list depends on specific roles and permissions defined in the system configuration.
Type Select the type of the message to be sent: HTML: The email will be coded so that the text is formatted and images are added. Plain: The email will contain plain text with no formatting or special layout options.
Body Enter the text of your email. You can customize you email text using the following features: - Bold, Italic, Underline styles - Text color - Background color - Bullet List - Numbered List - Insert/Edit link - Source Code - Image Embed Upload - Fullscreen view
Add Signature The signature may be added to any email you write in the Oro application. Your organization settings define whether the signature will be added automatically or manually. If you have a signature configured, you can add it by clicking Add Signature. For example: - John Doe, VP Example Inc. t.: 0786756465 e.: john.doe@example.com For more information, see Add Signature To Your Email section of this guide.
Attach a file You can attach a file from your PC or a related record. Click From a Record to re-use an attachment from another email in the thread or to choose an attachment assigned to the records. Click Upload and select the necessary file to be uploaded from your computer as an attachment to your email.
Contexts Context is any record or records that ha(s)ve meaningful relation to an email conversation. When you add context of a record to the email conversation, it will be displayed in the Activity section of that record’s page. Note: If an email has been created from an entity record view page (e.g. from a lead’s page), this record will be added as a context automatically.
  1. Click Send to send your email.

Save Unfinished Email

To save an unfinished email, minimize the email dialog window by clicking on the corresponding button in the top right corner of the email dialog window.

Minimize the email dialog window by clicking the button in the top right corner

Your unfinished email will appear as a minimized window throughout the sessions.

Unfinished email appears as a minimized window

You can save several of such emails as drafts.

Several unfinished emails appear as minimized windows

View Emails

To open an email, click once either on the email or the View icon at the right end of the email.

From the email details page, you can:

  • Add Comment (add, edit, or delete a comment to the email).

  • Add Task (assign a task through an email).

  • Mark Unread

  • Add Context (define a record related to the email).

    Add context to emails

  • Reply (reply directly to the sender).

  • Reply All (reply to everyone in the email conversation).

  • Forward (forward an email to a different recipient).

  • Download Attachment (download the attached file, if available).

    Download attachments from the emails

View Recent Emails

You can reach your emails by clicking on the Recent Emails button in the top right corner of the Oro application window. A list of unread emails will appear, as illustrated in the screenshot below:

../../../../../_images/recent_emails_button.jpg

Clicking on an email from the list redirects you to the page of the selected email.

The following features are available within the Recent Emails list:

  1. Mark All as Read (marks all unread emails as read).
  2. Mark As Read/Unread
    • Clicking on the yellow envelope icon marks the selected email as read.
    • Clicking on the grey envelope icon marks the selected email as unread.
  3. Reply All (launches a Reply email dialog window).

Recent Emails Widget

The Recent Emails widget allows you to see most recent additions to your inbox and outbox.

../../../../../_images/recent_emails.png

Note

For how to add widgets to the dashboard and manage them, see the relevant topics:

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