Mailbox

Comidor Mailbox enables you to communicate with both Colleagues and non Comidor users. The Comidor Integrated Mailbox server lets you connect as many accounts as you wish, manage them separately and send and receive Emails. Comidor Mailbox has many standard Email functions (create new, forward, reply, delete, link, attach files, etc) as well as extra functions such as attaching signatures, marking Emails as important when sending, various confidentiality options, out-of-office message and online HTML editor). Save email templates that are used regularly and then use them to quickly send emails and save emails as drafts to send later.

• Internal messages can still be sent to colleagues if emails are not connected to Comidor
• Link the email account to Comidor to send Notifications & Reminders to non-Comidor users
• Link the customer support email account with Comidor to receive Tickets from customers or link the marketing email to send Campaigns and Forms
• To fully utilize the activity stream within the Workbench connect the Email address to Comidor

Connecting your email accounts

1. There are two ways to link the Email address with Comidor:
   • Basic Email linking
     • In the top right of the screen click on the user’s Settings and then click Profile

1. • Secondary Email linking method: (available when an email is initially linked to Comidor)
     • From the Modules Menu Icon go to Workplace > Mailbox

1. • • Click on New email on the top right side of the screen
     • A new pop-up window will appear prompting you to link your email address. Click Link account to continue
2. In the left panel click on Manage emails and then click Add new

3. Add the following information:
   • Email address (of your existing email address)
   • Password (of your existing email address)
   • Email type: Select between Private account and Company Account options
   • Host, Port, SMTP Host, and SMTP Port, Protocol and SMTP Protocol (Information about these settings and what they mean is displayed on the page)
     • If an email client is not listed ask the IT Administrator or Email provider about Ports numbering and enter it manually. These fields are important and must be correct otherwise you won’t be able to send or receive emails
   • Remove emails from the server: Choose the length of time after which Emails will be deleted from the Comidor server (1 Day, 3 Days, 1 Week, Never)
   • Default account: Choose whether the email should be the default choice when composing a new email
   • TLS Required (Email provider should advise whether this security option is required)

Click on Test connection button.

4. There should be two messages in green as shown below:

Some possible error messages:

The password is incorrect. Please try again.

Make sure you’ve put correct ports.

Message: Something went wrong. Please try again to add a new email account.

5. Click on the Save button in the top right of the screen to complete the linking of the Email address to the Comidor account. If you do not save your Email address at this point you will need to restart the Email linking process. If you have followed these steps correctly you should now be able to see the added email on the My Emails view.

Setting up your email accounts

Comidor supports all standard Email functionalities. To use all of Comidor’s additional Email functions connect the Email address to the Comidor account.

1. From the Modules Menu Icon go to Workplace > Mailbox
2. On the top right side of the screen click on the Actions Icon
3. Click on Settings to customize the Email Settings of the Comidor Email accounts
   • A new pop-up window appears with the pre-selected Email Settings tab

1. • Access the Email Settings through the user’s Settings button in the top right of the screen: click on User Settings then click Settings.

Setting your signature

• Select the Signature tab and set the signature to be placed at the bottom of the emails
• Tick the box to set the signature by default
• In the HTML Editor customize the Emails with different colors, highlights and fonts and add images and links

Setting confidentiality signatures (available only to System Administration users)

Setting your Auto Reply

Set an out-of-office message for a specific or non-specific time period.

• Select Auto-reply and fill in the time period that it relates to. Choose the Email addresses from which the auto-reply messages will be sent
• Customize your autoreply message. With the rich editor, you can now format your message as you wish. Then click OK to save the message
• Deactivate auto-replies by revisiting the page and complete the ‘to’ box with the current (or any previous) date

Sending Emails

Comidor’s Mailbox allows you to connect your Emails (company email, personal emails, etc.) and communicate with anyone regardless of whether they are using Comidor or not. Users are able to view their emails grouped by importance.

1. From the Modules Menu Icon go to Workplace > Mailbox
2. In the Unit Title Bar, there are the option buttons to send internal or external emails

Sending an External Email

1. Click on the New Email button to send an email to people outside the company
   There is also an option to send an external email via the Workbench
2. Select the Email to send the external mail from (all Email addresses that have been connected to Comidor will be displayed)
3. Check the importance box or request read receipt box

4. Choose an option from the Confidentiality signatures list (Unclassified, Restricted, Confidential, Secret)
5. Add Email recipients by entering their addresses in the ‘To’ box. For Emails to other Comidor users type their name and their email will automatically be entered
6. Add a Subject and then click on CC and/or BCC check boxes to enable CC and BCC fields
7. Click on the Group checkbox to send an email to Contacts (or Accounts or Leads) that are filtered or grouped with criteria. Select the group and the Date and Time to send this Email to (non-obligatory fields)
   • Addresses of the recipients within the selected group will be applied automatically to the ‘To’ field. Add more groups as required. Remove individual recipients from a group using the ‘To’ box

5. Click on the Attachments Icon to attach files
6. Select a template to send an Email with text/content that is used frequently
7. Check/Write/Edit/Add more text in the Message box
8. Click Send to send the Email. Or save the Email as a template for future use (click Save as Template). Click Clear to restart the Email or Cancel Email procedure and exit Mailbox.

Sending an Internal Email

1. Click on New Message to send a message internally to Comidor Users. Start typing the colleagues’ names to send them an internal message.

2. Select a group or multiple groups from the ‘To group’ list to send the internal message to multiple recipients. Once a group is chosen the members will be automatically added to the ‘To’ field
3. Add the email Subject and click on Attachments to add files

4. Check/Write/Edit/Add more text in the Message box
5. Click Send to send the message. Or save the message as a template for future use (click Save as Template). Click Clear to restart the message or Cancel message procedure and exit Mailbox

 Checking Your Mailbox

1. Click on Modules Menu Icon > Workplace > Mailbox
2. See all the messages from the internal inbox and all external mailboxes. Click on:
   • Priority Inbox to see Internal messages from other Comidor users and External messages from those added to Contacts /Accounts
   • Inbox to check all Emails from non-Comidor users
   • Spam (junk email) to see unsolicited messages sent in bulk by email
   • Archived to check archived Emails
   • Sent to see messages and Emails that have been sent
   • Outbox to see the emails that have been scheduled to be sent
   • Saved to see all the saved Email Templates and Drafts
   • Trash to see all emails that have been deleted. Internal emails cannot be sent to Trash
   • Personal folder into which important emails can be dragged and dropped. Click to create, rename and delete sub-folders

 Managing Emails

1. Click on Refresh to refresh the Mailbox. Find an Email by searching for the recipient or subject. Apply any other filter to filter the Emails by Subject, Sender, Sender Name, Creation Date, Creation Time, Send Date, Send Time, Direction, etc. In the Advanced search drop-down list, saved filters will appear for future use. See more on how to use and save Filters in Data Management
2. Click on a Column name (Name, Subject, Sent to, Attachment) to apply sorting or click the Pin button to select the column(s) that will be visible. Deselect the columns not to be shown
3. From the list view of the messages select one or multiple Emails and then:
   • Reply to the selected Email (only works if one Email is selected)
   • Forward the selected Emails
   • Archive the selected Emails
   • Link the Emails with another object inside Comidor
   • Mark as Read
   • Mark as Unread
   • Move to Spam
   • Move to Priority Inbox
   • Restore Emails from the Trash folder to the inbox folders
   • Individual forwarding (Forward multiple or one email to any sender as separate emails)
   • Mark as Complete: mark the email(s) as completed so they are not visible on the Workbench’s Activity Stream or Notifications Bar
   • Mark as Incomplete: mark the email(s) as incomplete so they are not visible on the Workbench’s Activity Stream or Notifications Bar
   • Merge and Save: merge multiple selected emails into one file which will be saved in Comidor Files
   • Move to trash
   • Tag
   • Remove Lead: Remove the email sender/recipient from Leads
   • Create Leads: Add the email sender/recipient to Leads

Delete an Email Account

Delete an account from the connected Email addresses in Comidor

1. On the right panel of the screen click on the user’s Settings and then click Profile
2. Select Manage emails and then the Email account to delete. Click on Delete to delete the email account. A pop-up window appears asking for confirmation

Email Templates and Drafts

To respond quickly to multiple Emails with the same text Comidor offers an Email template function. Save Emails as drafts and complete them at a later date.

Load a saved Email Template either when creating a new email from scratch or when replying to / forwarding an email.

Creating a new Email Template

4. From the Modules Menu Icon go to Workplace > Mailbox
5. From the Unit Title Bar, there is the option to send internal or external emails
6. Click on New Email to compose a new Email. Type in the Template name and the template text in the Message box which will form the Template
7. Click on Save as Template on the bottom right of the screen
8. View all the Email Templates that have been created

 Loading an Email Template

1. When creating a new email, or replying to/forwarding a received email load the template from Email Templates by clicking on the Template list field.
2. After selecting the template it will be loaded into the blank Email

Saving an email as a draft

1. When creating a new email, or replying to/forwarding a received Email click on Save as Template in the bottom right
2. Click on a Draft Message to edit or delete it
   • Edit a Template and then apply changes to the draft and Send
   • Or Delete Template, the draft from the Saved folder.
3. Click on the Save button on the top right of the screen to save the email account. It is very important to save the procedure after successfully establishing a connection
4. View the added email on the My Emails view on the screen