Web:Organization Email

General Information

The Organization Email system allows your organization to use one or more email addresses that can be used to send and receive emails from applicants/clients. The use of this system can protect individual staff member's email addresses while still allowing for email communication between the organization and applicant/client.

With each email address, security may be applied to allow particular staff the use of that email address. Organizations may use separate email addresses for various groups within the organization, such as intake, particular units, offices, etc. As a result, a staff person can only use the email address(es) for which they are approved.

Incoming email may be copied to a case, including case notes, forwarded (by Internal Message or Email) to staff, or responded to. Once an organization's policies are followed relating to incoming email, the email may be marked as completed. Spam or junk email may deleted.

Sending Email

From within a client record, open the context menu and select "Send Organization Email".

In the "Send Using Organization Email" page:

1) Choose a sending address - use the dropdown to see the emails for which you are approved. Choose one to use to send this email.

2) Send To - the client's email address is already in the box. You may also use the "Select Staff" and "Select Clients" buttons to add email addresses. You can also manually type in email addresses.

3) Subject - The default is a subject of "Your case number: " together with the case number of the case.

4) Body - add your desired text to the body of the message. You may use the formatting controls to change almost all aspects of the font.

5) Document Tracking Attachments/Local File Attachments - use the buttons to choose a document from document tracking or from a local file on your computer.

6) Save to Case Notes - check this box to include a copy of the email directly within the case's notes. Be aware that the email will automatically be added to the case's emails and shown as a part of the case notes when viewed from within the case.

7) Send email - click this button when ready to send the email.

Receiving Email

Incoming emails are read from your organization's email server and are moved from the email's inbox into and stored within Prime. This is done within the Organization Email System page. Access this page from the menu system. Go to Search --> Other --> Org Email.

Move Email from Server to Prime

To move email from your email server to Prime, follow these steps:

1) Choose an email Address - use the dropdown to choose an email address for which you have security rights. 2) Click the "Move Email from Server to Prime" button. 3) When complete, a message of "Email Moved" should appear at the top of the form.

Email for the email address chosen should appear in a grid below. Email items that have been moved previously and read will appear in standard type. New email items that have not been read will be shown in bold.