With MagicMail, you can automatically save e-mails and their attachments in AdminPulse. The e-mail is saved in the central Documents screen. Depending on the sender and the settings, AdminPulse can also automatically link the e-mail to a relation and recognise attachments.
In this article, you will learn how to set up MagicMail, or the Documents address, how to send e-mails to Documents, which attachments are saved and when document recognition is started.
Set up MagicMail
To use MagicMail, you first set up a prefix for the Documents address. Then you open Recognition options. There, you decide which e-mails are automatically linked to relations and which additional e-mail addresses may have attachments added and recognised.
You set up MagicMail per own company.
Step 1: Set up the MagicMail prefix
The prefix is the first part of the e-mail address to which you can forward e-mails. The full address then looks like this: yourprefix@inbox.adminpulse.be.
- Go to Settings > General settings > General.
- Next to the setting Address for mail to 'Documents' (in to, cc or bcc), click the pencil icon.
- Enter a prefix and click outside the field to save it.
💡 Choose a short, recognisable prefix so colleagues can easily use the Documents address. The prefix must be unique. If the chosen name is already used by another office, AdminPulse shows an error message.
💡 Have you forgotten the Documents address after setting it up? Check the settings; the e-mail address is shown there.
Step 2: Set up Recognition options
Click Recognition options next to the Documents address. In this window, you configure two things:
- for which relation types AdminPulse may automatically link e-mails;
- from which additional e-mail addresses AdminPulse may add and recognise attachments.
These settings have two separate effects: they determine whether e-mails are automatically linked to relations, and whether attachments from additional senders may be added and recognised.
Decide which e-mails are linked to relations
In Recognition options, you decide which e-mails are automatically linked to relations based on the relation type.
- Link emails to relations of type customer: e-mails for relations of type Customer are always linked. This cannot be disabled.
- Link emails to relations of type prospect: e-mails for relations of type Prospect are linked by default. You can disable this.
- Link emails to relations of type other and Link emails to relations of type own company: e-mails for relations of type Other and Own company are not linked by default. You can enable this.
👉 The settings for linking relation types only determine whether the e-mail is linked to a relation. They do not determine whether attachments are saved. For attachments, AdminPulse checks the sender of the e-mail.
Allow additional e-mail addresses for attachments and recognition
By default, attachments from e-mails are only added and recognised when the e-mail comes from an employee with an account in AdminPulse.
Do you also want to add and recognise attachments from an external source, such as the government, Bizzcontrol or another software or service provider? Add that e-mail address in the same window, at the bottom of Recognition options.
- Open Recognition options.
- Click + Add.
- Enter the e-mail address for which you also want attachments to be added and recognised.
- Click OK to save your change.
Attachments from e-mails sent by that address will now also be added and recognised.
Send e-mails to Documents with MagicMail
After MagicMail has been set up, you can save e-mails and attachments in AdminPulse by adding the Documents address as a recipient.
- Write your e-mail in your preferred e-mail tool and add attachments if needed.
- Add the Documents address as a recipient, in To, CC or BCC.
- Send the e-mail.
👉 The e-mail automatically appears in the Documents screen. Attachments are only added when the e-mail comes from an employee with an account in AdminPulse, or from an e-mail address that has been added via Recognition options.
💡 Do you forward the same e-mail to the Documents address more than once? AdminPulse saves that e-mail only once. Duplicates are automatically recognised and skipped.
Which attachments are saved?
Not all attachments are saved automatically. Whether AdminPulse adds the attachments depends on the sender of the e-mail.
Attachments are added when the e-mail comes from:
- an employee with an account in AdminPulse, or
- an additional e-mail address added under Recognition options, for example the address of the government, Bizzcontrol or another fixed source.
Does the e-mail come from another address, such as a customer or external party? Then the e-mail itself is saved in Documents, but the attachments are not saved.
💡 Small images, such as logos and signatures in the e-mail, are never saved as attachments. They remain visible in the preview of the e-mail.
👉 Does your customer reply with Reply all? Then the reply also automatically appears in Documents, but the attachments are not saved because the customer’s e-mail address does not belong to an employee with an account in AdminPulse and has not been added via Recognition options. Do you still want to save that attachment? Download the e-mail and manually add the e-mail file (.eml or .msg) in AdminPulse, or use the Outlook add-in.
When are attachments recognised?
Document recognition automatically determines the type of an attachment. Whether recognition is started depends on how the e-mail or document arrives in AdminPulse.
- Via MagicMail: attachments are recognised if the sender is an employee with an account in AdminPulse, or if the e-mail address has been added via Recognition options.
- Via the O365 or Gmail connection: attachments are recognised if the sender is an employee with an account in AdminPulse, or if the e-mail address has been added via Recognition options.
- Via the Outlook add-in: attachments are always recognised, unless you explicitly disable recognition when saving.
- By uploading a .eml or .msg file in AdminPulse: attachments are always recognised.
Use a relation’s e-mail address for linking
AdminPulse links an e-mail to a relation based on the e-mail addresses in the e-mail: sender, recipient, CC and BCC. To do this, AdminPulse compares those addresses with the e-mail addresses saved on the relation files under Communication > Communication channels.
For each e-mail address on a relation file, you can set whether that address may be used for automatic linking. You can recognise this by the document icon next to the e-mail address:
- Icon with a check mark: this address is used to link e-mails.
- Icon with a cross: this address is not used to link e-mails.
Click the icon to change the setting.
When you add a new e-mail address to a relation file, linking is automatically enabled.
💡 Is an e-mail not linked to the expected relation? Check whether the e-mail address on the relation file has the document icon with a check mark. Also check in Recognition options whether e-mails for that relation type may be linked.