Using email in EVX Software

With the email module, EVX Software works as the email client for your firm. You read and write email in the Email tab, and you classify each email to the project or client it belongs to. Colleagues who can read email on that project or client then find it there, without anyone forwarding it.

You need at least one email account connected to EVX Software. See Email accounts.

For example, a client writes about the sampling schedule for a soil remediation project. You classify the email to the project. The project manager and the field team open the project and find the email with the rest of its records.

The toolbar acts on the emails you select, and the filters narrow the list.

Jump to:

• The email list
• Check for new email
• Write and send an email
• File email to projects and clients
• Junk email
• Your email preferences
• Frequently asked questions

The email list

The Email tab lists the email from the accounts you can read, and the email classified where you can read it. The list follows your selection in the left panel.

The toolbar acts on the emails you select:

• New: write an email.
• Archive and Move to trash: archive the selected emails or move them to the trash.
• Mark as: Mark as read, Mark as unread, or Mark as SPAM.
• Check mail: download new email now.
• Accounts: Add Email account and Edit account. See Email accounts.

Below the toolbar, choose a box: Inbox, Sent, Draft, Junk, or Outbox. Outbox holds email waiting to be sent.

Three filters narrow the list:

• By State: View all, Read, or Unread.
• Classification: View all, Classified, or Unclassified.
• By Account: View all, or the accounts you pick.

The search box finds email by its text. The columns to the right of Subject show the dimensions each email is classified to.

Check for new email

Click Check mail to download new email from your accounts. Your administrator sets how many emails one click downloads. See Firm-wide email settings.

Write and send an email

1. Click New.
2. In To, enter the recipients. Click CC or BCC to add those fields.
3. Enter the Subject.
4. In From, choose the account to send from. The form starts with your default account.
5. To attach files, click Attachments, then Attach an existing document to choose a file from EVX Software, or Attach from computer.
6. Write the message.
7. Click Send email.

Save Draft keeps the email in Draft to finish later. Discard closes it without saving.

The Attach files contents preference decides how files go out. With Yes, they go as regular attachments. With No, the email carries a link to each file, and the recipient needs access to EVX Software to open it. See Your email preferences.

File email to projects and clients

Classify an email the same way you classify any other record. See Classifying records.

Once an email is classified to a project or client, everyone who can read email there can read it. This applies whatever access they have to the email account it came from.

Each email account can also classify incoming email automatically. See Incoming settings.

Two preferences decide what happens to the attachments of an email you classify:

• Action to take with attachments when classifying emails manually: Classify attachments, Don't classify attachments, or Prompt user for an action, which asks you each time.
• Automatically classiffy email attachments when receiving emails: with Yes, the attachments of incoming email are classified with the email, in the place set on the account.

Junk email

Junk holds the email your server's spam filter marks as spam, and the email you mark yourself with Mark as › Mark as SPAM.

How strict the filter is for you depends on the Maximum spam level allowed preference. See Why do many of my emails go to Junk? below.

Your email preferences

These preferences apply only to you.

Your name›Settings›Edit preferences›Email options

Preference	What it does
Mails per page	How many emails the list shows. A larger number takes longer to load.
Show emails as conversations	Groups an email and its replies and forwards into one entry in the list.
Hide quoted text when viewing emails	Hides the earlier messages quoted in a reply. You can still show them while reading.
Block email images	Does not show images embedded in email.
Attach files contents	Yes sends files as attachments. No sends a link to each file.
Check attach word	Warns you when an email mentions an attachment and has none.
Check the account selected to send the email	Warns you when you send from an account other than your default one.
Draft autosave interval	Seconds between automatic saves of a draft. 0 turns autosave off.
Maximum spam level allowed	How strict the spam filter is for your email.
Create people from email recipients	Creates a contact for every address you send email to. Needs the Can manage all people permission.
View deleted accounts emails	Keeps showing the email of an account that was deleted, when its email was kept.

Frequently asked questions

Why do many of my emails go to Junk?

An email goes to Junk when its spam score is higher than your Maximum spam level allowed preference. The scale runs from 0, which filters the most, to 10, which filters nothing. To let more email reach your Inbox, raise the number.

Your name›Settings›Edit preferences›Email options

1. Find Maximum spam level allowed.
2. Enter a higher number.
3. Click Save.

The preference works only when the server that runs EVX Software has a spam filter installed. If a higher number changes nothing, ask your administrator. Email with the word "Spam" in its subject also goes to Junk when your administrator turns on Check spam in subject. See Firm-wide email settings.

What you can do next

1. Email accounts to connect another account or share one with colleagues.
2. Classifying records to file email with the rest of a project.
3. Subscriptions to follow the records your email is about.