Junxure has four options for handling email through Outlook. This setting is managed in Maintain System > System Options > Local Options > Email Handling.

The options available:

ON - ACTION REQUIRED

• All sent and received email from Junxure or Outlook will be recorded in an action.
  
• All sent and received email will be marked “Action required” and assigned to the logged on user with the exception of those sent from Outlook.
  
• Any email sent from Outlook will be marked as completed, no action required.
  
• In all cases, no alert will be sent.
  

ON - ACTION REQUIRED WITH ALERT

• All sent and received email from Junxure or Outlook will be recorded in an action.
  
• All sent and received email will be marked “Action required” and assigned to the logged on user with the exception of those sent from Outlook.
  
• Any email sent from Outlook will be marked as completed, no action required.
  
• In all cases, an alert will be sent.
  

ON - NO ACTION REQUIRED

• All sent and received email from Junxure or Outlook will be recorded in an action.
  
• No action will be required and the action will be marked as completed.
  

OFF

• When email handling is set to Off, Junxure will only bring in email in two ways:
  
• Emails that are created in Junxure either individually or through the Global Email Wizard
  
• Manually by using the Add-in tool import buttons from Outlook.
  

Although email settings are set per user, we recommend that the entire office select the same method of handling email.

Junxure email handling on only will look for sent or received emails from any contact that has a classification of Client or Email. It will match all email addresses for these clients, not just the primary email address, but the MUST have one of these classifications for Junxure to search on their behalf.

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Set up Action Templates for Emails

If your email handling is set to one of the “ON” options, set the Action Template that will be used by double-clicking on the “Email Handling” option line item in Maintain System > System Options > Local Options to open up the Configure Email Handling screen shown below.

Populate the action fields as needed. The Delete And Use Defaults option reverts to the default actions. The Copy To All Employees button allows you to set the current templates as the templates to be used by everyone in the office.

Troubleshooting issues:

Vendor Email: If you prefer that all email from a particular vendor is pulled into Junxure, make sure that they are marked with a classification of Email. Conversely, if no email should be pulled in for the vendor, make sure they do NOT have client or email as classifications. To add the Email classification to multiple contacts at once, see Profile Tool.

Outlook is very slow to open: (Exchange users only) This will usually occur if Outlook has not been opened for an extended period (ie, user is on vacation for a week). The Outlook add-in has to record all the new emails at once instead of as they appear one by one in Outlook.

Some clients' replies are not being captured in email: Junxure applies a “Token” at the bottom of every email sent from the system or identified as belonging to an email contact in the system (either sent or received). This is the marker that Junxure uses to connect strings of emails together (replies from sender and creator) This token is very subtle in html emails, a little more obvious in plain text email. It looks similar to the examples below.

If a contact replies to an email already assigned a Junxure Token, but doesn't have the option to “include text from previous message” or their email system truncates (shortens) the text, or replies with the previous message as an attachment, this Token may get cut off. If this occurs, Junxure will not recognize this email as part of the existing set, and may assign a new action to the incoming reply (thinking it is a new item, as no Token is present). If the item was manually assigned in the first place, it may not bring the reply message in at all. See How to Use the Junxure Outlook Add-in.

Setting up outgoing email format to HTML

When creating new emails through Junxure, the Merge Fields Tab (used to automatically bring data from Junxure into the email) will only be displayed if your emails are being created in html format. To change the format of all new emails going forward, open Outlook. Go to the toolbar, Tools/Options as shown here.

In the Options Window, go to the Mail Format Tab, circled in red above.

Go to the Message Format section, and choose the HTML message format. Click OK.

If you choose not to change the default message formats to HTML, it will not affect your ability to receive and record email in Junxure, use templates or send email, but you will not have the Merge Fields option to bring in data points (similar to a Mail Merge in Microsoft Word).

This option must be set for each user.