Shared Mailbox (Home Screen)

Emails can be sent from your stakeholders directly to your Tractivity home screen by using a Shared Mailbox. This makes it even easier to record your stakeholder conversations as Email Activities on Tractivity. This guide explains how to use the Shared Mailbox from your home screen, including how to mark emails as Completed.

For information on setting up a Shared Mailbox on your Tractivity system, please read our guide at the following link: Microsoft 365 Email Authentication for Tractivity Shared Mailbox.

 

Viewing the Shared Mailbox

The Shared Mailbox can be found under its own tab on your home screen. Emails are displayed by default in order starting with the newest email first. You can click the Refresh button to refresh your Shared Mailbox and see if any new emails have come in.

You can click on the name of an email to view the full message, including the details of the sender. If a matching Enquiry can be found on your system, this will also be displayed.

Marking Emails

Click on the Status checkbox next to each email to mark it complete. This will move the email across to the Completed tab on the Home Screen and change the Status of the Activity to ‘Completed’.

Under the Completed tab, Completed Emails appear in their own section. If you want to move the email back into the Shared Mailbox tab, just uncheck the “Status” checkbox.

You can also mark emails as Spam. Click the checkbox under the “Spam” column to do this.

Sorting and Filtering

Each email is shown with the date it was Received, the email’s Subject and the email address of the sender. You can sort the list by clicking on the headers for any of these three details.

The Subject and From columns also have Filters. Clicking the filter icon on each header will display the Filter menu. Here, you can select an option to use as a filter for your Activities. For example, you can filter to only display Emails sent from a particular stakeholder.