Project Mail

As part of our new Email Syncing feature coming soon, we have upgraded what was previously known as Messages to Mail. In addition to a refreshed look and feel, the Mail area now includes enhanced functionality designed to improve communication and streamline project workflows. 

To read about CRM mail click here

To access Mail you will need Projects turned and then to select from the mail options below depending on your preferences.    

Project Mail - Manage my project mail

View All Mail Comments - View mine and others project mail comments 

Delete My project Mail - Delete your own project mail (this only deletes the record from Rave we cannot recall sent emails)

Others Project mail - View only or Manage Project mail of other users

Delete other project mail - delete project mail created by other users (this only deletes the record from Rave we cannot recall sent emails) 

There is also a new mail template feature. By default all users will have access to manage their own mail templates with the mail permission turned on

Branch Mail Templates - Manage branch level/shared mail templates *both CRM and Project Mail

Other Users Mail Templates - manage other users mail templates *both CRM and Project Mail 

From the Project Overview, you will see the Mail tab along the top row.

Select Mail to open the Project Mail section.

From here you can:

• View All Mail, or filter to show only Inbox, Sent, or Drafts

• Search for content within your mail
  

• Create a new mail

• View any existing mail by selecting it

Sending New Mail

Click ‘New Mail’. Fill in:

• Load from template: You can choose to create mail from pre created templates by selecting one from the drop down. or skip this and create a new mail from scratch. 

• To: Populates from the projects People list including clients, staff and contractors. Select individually or Select All

• Subject: To Let the recipients know the contents of the mail

• Category: None, preset categories, or Other (requires description).

• Mail Body: Compose and format mail.

• Visible to others: If you want the mail to be visible only to the creator and the selected participants, you can uncheck “Visible to Others.” This will hide the mail from everyone who is not part of the thread, regardless of their mail permissions. 

• Attachments: Upload files/images

• Also send as email: this will send a copy of this internal mail to the participants external email

Required fields: To, Subject, Category, Mail Body. Click Send once complete.

Saving & Using Mail Templates

To save a new template start a new mail, compose all your contents, attachments etc, then click the Save as Template button at the bottom of the page. Depending on your permission you'll have either Save as My Template or Save as Branch Template. Choose which one and press Save. 

Saving Mail as Draft

If you don't have time to finish a mail/message or want to come back to it later you can click Save as Draft. Your mail will then sit under the list view as a draft for you to pick up when you are ready. 

Receiving & Commenting on Mail

New mail appears in project Inbox.  New comments are flagged with a red has comments tag under the message. To comment: click on the mail, add comment, attachments chose to either reply only to original sender or replay all and then click Save.

Note: All Existing (Old) message comments will be visible to all recipients on that message thread by default.

Forwarding Mail

From within a mail/message you can choose to forward the content to someone not in the original thread. Select Forward which brings up the mail thread for you to choose the new recipient, choose if it should be internal mail only or also external email and then press Send. 

Recipients

From within a mail/message you can choose to add new Participants to an existing mail thread. Select recipients and choose from the drop down menu. Tick the Email New Recipients button and press add. You can only add recipients to mail you have sent. 

Deleting Mail

From within a mail message with permission you can Delete the mail from Rave. this does not recall external email copies only deletes the record from Rave.  Note. You can also Delete mail from the main list by hovering over the date column for the delete icon to appear. 

Each project has a View Mail permission. If this is turned off then branch staff will not be able to see other people mail and comments regardless of their permission. This is used to control project mail at a specific project level. You need both the view Mail at project level on as well as the others project mail permission on to see other peoples project mail and project mail comments where you are not the recipient.