Move Incorrectly Assigned Emails

Move Incorrectly Assigned Emails

Examples of emails assigned to the incorrect client or action:

  • An attorney sends an email regarding a mutual client, but it is more important to have the email in an action for the client, not the attorney. Note: If a duplicate action should be made, to keep a copy of the action in both contact records, use the Move/Copy Action feature.
  • As is often the case, a string of email replies changes from one topic to another, requiring separate actions; such as an email originally created to find out where to send a check, and eventually turning into a request for a meeting.
  • A client replies to an email sent from your office, but their email does not include (or truncates) the prior email text. The Junxure Action ID footer may be missing, and Junxure will treat this as a new incoming email.

When an email is assigned to an action, whether manually forced to a client or captured automatically by Junxure, an Action ID number is assigned. By using the Manage Email button in the Outlook Add-In, individual emails can be quickly reassigned or given new actions. Follow the steps below to use this tool.

Move Emails

In the Outlook Inbox, highlight the appropriate email message that needs to be reassigned. In the example below, this email has been captured by Junxure and assigned an Action ID to client Deborah Barnes.

When assigning or managing email connections with Junxure, do not open the email, just highlight the line item in the inbox, as shown below.

Click the Manage button to the right of the client's name. The Manage Emails window opens. By highlighting any of the emails listed in the Related Emails section, Junxure will display the text of that email in the area (shown by yellow highlight in example below). Use this preview to locate the email you wish to manage. It is possible that there may only be one message in this window. Put a checkmark next to the appropriate email message.

Click the View button circled in black above to see the existing action detail that email(s) are currently assigned to.

Move Actions or Remove an Action

Follow steps above, then continue below:

Use the area highlighted in green to choose what path should be taken. Remove from Action simply removes the selected email(s) from the action. Move to New Action will create a new action item in the same contact record. In this case, a new email action item would be created in the contact record for Deborah Barnes.

If either of these options are appropriate, click the radio button next to the operation and click the Go button circled in red above. The Go button will not be grayed out once you have selected one of the radio buttons. Junxure will provide a popup window confirming the operation complete.

If a new action was created, use the View Action Button highlighted in yellow below to see the Action Detail window.

The new action item is brought up. If the Emails sub-tab is opened, the single email that was moved is listed. The Emails tab has a green checkmark indicating an email is attached.

It is easy to change the action required and action description. If the user needs more information regarding this request, the email is attached for quick reference.

Note: Junxure will give the user the option to delete the original action if there are no documents or emails attached to it when you remove or move an email to a new action.

Reassign Email to Existing Actions:

If this email should be moved to an existing action within this contact or in a different contact, follow steps To Move Emails above then continue below.

Click Move to This Existing Action. An Action ID must be entered in the area circled in blue above. To make sure you have the correct action, click the Action button to the right of the entry box to view the Action detail.

The Action ID is located on the action detail window in the lower right hand corner as shown below, circled in red. This may also appear in the grid view of the Actions Tab, if that data point has been selected. See Customizing Grids for more information on choosing fields for the grid view.

Junxure will provide a confirmation box with the basic details of the Action item that the email will be moved to. Click Yes if this is the correct action for the email.

A second confirmation box will appear, noting the number of emails to be moved as well as the Action item number that will receive them. Click Yes to proceed.

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