My Mail

Modified on Thu, 9 Apr at 9:24 AM

To set up Office 365 Email Integration, please click here to view the help article.

To read about My External Mail, please click here to view the help article.

To read about Branch Mail, please click here to view the help article.

To learn about General Mail templates, please click here to view the help article.

The My Mail feature allows users to manage and view their own email communications across the entire Rave system from one central location.

Permissions

From the Manager Users setting, there are now separate Mail permissions depending on the user group.

CRM Mail Permissions

Enquiry Mail - Participate in and manage my own Enquiry Mail

View all Mail Comments - View all comments on a mail, including ones sent only to the sender

Delete / Restore My Enquiry/Mail Comments - Delete my Enquiry Mail and Comments

Others Enquiry Mail - Manage Client mail of all users

Delete / Restore Others Enquiry/Mail Comments - Delete other users' Enquiry Mail and Comments

Project Mail Permissions

Project Mail - Participate in and manage My own Project Mail

View all Mail Comments - View all comments on a mail, including ones sent only to the sender

Delete / Restore My Project/Mail Comments - Delete my Project Mail and Comments

Others Project Mail - Manage Project mail of all users

Delete / Restore Others Project/Mail Comments - Delete other users Project Mail and Comments

General Mail Permissions

Send General Mail To Contractors - Enabled the user is able to create general mail to all contractors in your branch

Send General Mail to Clients - Enabled the user is able to create general mail to all Clients in your branch

Send General Mail to Internal - Enabled the user is able to create general mail to all internal staff in your branch

By Default General mail is only enabled for Branch Owners, so that you can decide per person who is able to create general mail. We recommend allowing only specific users to bulk mail Clients and Contractors as once sent you cannot get the mail back. Site Staff and Timesheet users have no options to send general Mail all other Users including Site Managers is a per group option.

Branch Mail Permissions

The Branch Mail permissions sit under Branch Mail. This is a tab that shows ALL mail from CRM, project and General mail all in one place.

View All Mail Comments - View All mail comments in your branch associated to mail

Others Mail - View and Manage Mail of all users in your branch

Delete/Restore Others Mail/Comments - Delete/Restore Mail of all users in your branch

This permission is enabled by default for Branch owners and is optional for all other Tier 1 users.

A user may have permission at the Project or Enquiry level to view others' mail, but that does not mean they get the Branch mail by default.

Note: Mail in trash will be permanantly deleted after 90 days

Accessing My Mail

Go to your User Profile.
On the Mail tab click the hyperlink icon to open the My Mail page.

This will take you to your personal mail dashboard where you can view and manage all mail associated with your account.

Within My Mail, you can switch between different mail views:

All Mail – Displays Inbox, Sent, and Draft messages.
Inbox – Displays received mail only.
Sent – Displays mail you have sent.
Drafts – Displays saved draft emails.
Trash – Displays deleted mail (available with the correct permissions).
Visibility Icon - By clicking the eyeball icon you can choose to make mail visible to you only or visible to all users with permission to view others mail. This does not hide mail from the recipients

If you have connected Office 365 email syncing, you will see new filters for Linked and Unlinked Mail, and any external mail associated with you will display the purple “Linked” icon.

External emails do not have a delete option. Instead, you can manage them using the privacy (padlock) to mark as shared or private.,you can also Unlink using the chainlink icon, and tag mail using the tag icon.

Searching for Mail

At the top of the page, you will find a search bar.

You can use this to perform a keyword search to quickly locate specific emails within the system.

Bulk Action Bar
By selecting all mail (with or without filters applied), you can use the bulk action bar to:

Update mail tags in bulk
Delete mail (permission required)

Filtering Mail

You can filter mail to quickly locate specific types of communication.

Available filters include:

Enquiry Mail
Project Mail
General Mail

Mail Tag Filter

Filter emails by assigned mail tags.

Sorting Mail

Mail can be sorted to make reviewing messages easier.

Use the sorting arrows located in the top right corner of the page to organise mail:

Ascending – Oldest to newest
Descending – Newest to oldest

Creating New Mail

Select New Mail.
Choose the type of mail you would like to create (permissions required):

Project Mail – linked to a specific project
Enquiry Mail – linked to a specific enquiry
General Mail – general branch communication

Creating Project or Enquiry Mail

When creating Project Mail or Enquiry Mail, you will be prompted to select the specific project or enquiry the email relates to.

Once selected, you will complete the following fields:

Template – Select a template to load (if applicable).
Recipients – Choose who the email will be sent to.
Subject – Enter the subject line for the email.
Tags – Apply relevant mail tags (if applicable).
Email Body – Write the content of the email.
Attachments – Add any relevant files.

You will also need to choose the visibility settings for the email:

Visible to all users who have permission to View Others Mail, or
Visible only to participants within the email thread.

Once the email has been sent, it will also appear in the Mail section of the associated Project or Enquiry, ensuring all related communication is stored in the correct location within the system.

Creating General Mail

To create General Mail, which sits outside of a specific Project or Enquiry, you will first be prompted to select the recipients.

Because General Mail can be sent to Clients, Contractors, or Branch Users, you must first choose the correct group from the dropdown menu. This ensures you are selecting recipients from the appropriate category. Each group has a second drop down arrow for you to select who from the group you wish to include.

Once the recipients have been selected, complete the following fields:

Subject – Enter the subject line for the email.
Tags – Apply relevant mail tags.
Email Body – Write the content of the email.
Attachments – Add any relevant files.

You will also choose the visibility settings for the email:

Visible to all users who have permission to View Others Mail, or
Visible only to participants within the email thread.

Once sent, this email will not appear within any specific Project or Enquiry. Instead, it will only be visible within each recipient’s My Mail inbox in Rave.

Tip: Using the correct mail type ensures that communications are properly linked to projects or enquiries within the system.