How To Share Specific Folders Within Eploy
If ‘Allow this user to share their own emails’ is selected as explained previously, then the individual user would have responsibility / choice as to which of their emails are shown within Eploy.
To customise this within the EployMail tool choose Options in the top right hand corner of the screen
Then choose the field ‘folders marked as Public’ shown below:
From there you can choose either individual folders, groups of folders or all folders. Once selected any emails within these folders will show against the relevant record within the system.
The EployMail tool will ‘synchronise’ emails from your email mailbox (this will also include any emails that have been sent and received via a smart phone or tablet). This means that emails that are in your mailbox will be replicated in EployMail, and items you have removed will be removed.
When you first open the EployMail interface, any emails within your favourite folders (which by default will include your Inbox) that were received within the last 30 days will by synchronised automatically. The emails can also be set to automatically synchronise on a regular basis while you have the tool open (default is every 15 minutes, but this can be controlled in the options).
You can choose to synchronise emails on demand, by clicking the button. You can also synchronise more emails if you wish, simply by selecting the down arrow next to this button, and selecting one of the options:
Synchronise Favourites (Last 30 Days):
Synchronise All Folders (Last 30 Days):
Will include folders that are not marked as ‘Favourites’.
Synchronise Favourites (All – Slower):
Restricts synchronisation to your favourite folders only, but will bring across all emails within these folders.
Synchronise All Folders (All – Slower):
Synchronises all mail from every folder – please be aware these last two options can take a long time depending how many emails you have in your mailbox.
As emails are synchronised, the EployMail tool will attempt to find records within Eploy that match the email address of the sender. Emails will be linked if they match the details within any of the following records:
If matches are found, links will automatically show in the relevant column on the email listing.
Clicking the link will open the matching record in Eploy (if you still have an Eploy session open in another browser tab, the record will be loaded here- if not, a new tab will open to show the record).
NOTE: An email can link to more than one record of the same type e.g. candidates, at a time. This stops mistakes happening with duplicates. It also allows emails to link to a candidate and contact record at the same time. This is useful when you have a contact record linked to a candidate record as in Executive recruitment.
You can prompt the EployMail tool to search within Eploy for matching records (for example, if a matching record has been created within Eploy after the email was synchronised). To do this, right click an email and select ‘Search Eploy for matching records’
You can also search Eploy for matches on multiple emails by right clicking an email folder in the left and selecting to match emails in the selected folder or in the selected folder and all subfolders.
Emails can also be manually linked to Eploy records. This may be necessary if, for example, a contact has sent an email from an address that is different to the one they usually use (and that is stored in their Eploy contact record). It is also possible to manually link emails to vacancies.
To manually link an email, click it in the listing section. The email displays in the preview pane, with the following options in the top-right:
Click the relevanticon to select a Company, Contact, Candidate or Vacancy record to link. In the text box that appears, begin typing the name or id of the record you wish to link. Records will be automatically searched within Eploy, and the results show as a list. Click a record to link the email to it.
Filtering/Searching For Linked Items
Once you have linked your emails, you can easily filter for mail linked to Companies, Contacts, Candidates or Vacancies by clicking the relevant option on the toolbar. You can also filter for records that are not linked by using ‘None’ (useful to see emails that need to be linked).
You can also do a quick search for emails using the search box to the right of the toolbar. This will display matching results based on linked records, sender or the text within the header or body of your emails.
Clicking the within the search bar will open an advanced search tool to allow you to build a more specific query.
Viewing linked emails in Eploy
Linked emails will be visible in the correspondence section within the related records in Eploy.
The icon represents that the email is linked through EployMail (and not saved in Eploy). If the email is in a folder that is marked as public (or if the user account is set so that all their emails are shared), the email will be visible to other Eploy users.
If the email is in a folder that is not marked as public, it will only be visible to the user who the email was sent to.
You can print out your emails by opening in a new window or right clicking on an email and open in new window, then right clink in the email and print
Saving Emails To Eploy
Any email can be saved into Eploy as a Correspondence record by right clicking it in the email listing and selecting Save Into Eploy…
You can also save multiple emails by selecting them (either by ticking on the left-hand side or using CTRL-click / SHIFT-click to multi-select), then right clicking and selecting the Save Into Eploy… option.
Please note, saving an email will save a copy of the email to Eploy which all users will be able to see (regardless of your email sharing settings). Saving the email to Eploy will also mean that if the original email is deleted in the EployMail tool or within the user’s mailbox, the saved correspondence record will remain.
On selecting Save Into Eploy… a pop up window will be present you with some options on how you want to save the email(s). If you are saving multiple emails, you can select different options for each (by clicking Next and selecting different options for each email) or you can click Do For All to apply the same options for all the emails you are saving. Once the email has been saved into Eploy the icon will change to look like this
- Copy will retain the original email in your mailbox while saving a copy in Eploy
- Move will remove the original email from the mailbox while saving a copy in Eploy
If you want the email to be stored in Eploy as a defined correspondence type, you can select the relevant type from this dropdown and it will be automatically applied to the saved email(s)
Link Attachments To:
- Do not save attachments the email will be saved but any attachments will be discarded
- Select a linked record (Candidate, Contact, Company or Vacancy) to save the attached files to this record
If you want to distinguish between emails have been imported into Eploy (saved as a correspondence log) and those that haven’t, a filter can be applied by clicking on
You will be given the following options:
- Show All: Shows all the emails in the emailing list whether imported or not
- Show Imported: Will only show the emails that have been imported from that list
- Show Not Imported: Will only show the emails that have not been imported from that list
If a linked record is specified to save attachments to, you will be given further options to determine how you would like the attachments to be saved.
You can choose to save all files as a common type by selecting an option in Save All attachments as:
Alternatively, you can select individual types for each file by using the dropdown in the Save As column against each attachment listed.