Sending or Forwarding Emails into AppColl (AppColl PM Plus)

Please note: this feature is only available in AppColl Plus. Click here for pricing and details on the plus features.

AppColl provides a mechanism by which users can send/forward emails into AppColl. AppColl converts the email to a .eml file and stores it in the appropriate location based on the email address, as shown in the table below. Specifically, emails can be stored directly to a matter folder, client folder, or a root email folder. When sending an email to a specific matter or client, an "email" sub-folder is created for the matter or client. Any attachments tied to the email are also stored and accessible by opening the email file in AppColl and double-clicking on any of the attachments.
 
Intake Folder Address Format Example
Top/<Client>/<Matter>/Email <IntakeID>m<MatterID>@intake.appcoll.com ac2018m1@intake.appcoll.com
Top/<Client>/Email <IntakeID>c<ClientContactID>@intake.appcoll.com ac2018c2@intake.appcoll.com
Top/Email <IntakeID>g@intake.appcoll.com ac2018g@intake.appcoll.com

In order to send emails into AppColl, an account admin of your account must contact AppColl Support to create a unique Email Intake ID specifically for the account.  It will consist of 6 alphanumeric characters and will prefix the addresses that emails are sent to.  Throughout this article, “ac2018” will be used as the Email Intake ID.

Before sending any emails to an AppColl Email Intake folder, the person sending the email must exist in your account. Specifically, AppColl checks if the email address sending an email to your account matches the email address field of at least one contact record in your account. For example, to allow the email address ‘jane@janedoe.com’ to store emails in your account, the account must contain a contact record with an email address of ‘jane@janedoe.com’.  This prevents outsiders from sending emails into your account. Note: email addresses that only exist in the cc: field of a contact record cannot send emails into your account. It must be stored in the actual email address field of the contact record.

AppColl also provides a permissions setting to block certain email addresses from sending email into your account.  Clicking the Permissions button in any contact details page opens the the “Permissions” popup shown below. If the checkbox labeled “Block all emails sent from this person to intake.appcoll.com” is checked, then any emails sent from that contact’s address will not be stored in AppColl.  Please note: by default, anyone with an email address stored in a contact record in AppColl can send emails into the account. 



Now we are ready to get the Email Intake address to which we will be sending our emails.  There are three different types of Email Intake addresses and Email Intake folders: Matter, Client, and Global.

Matter Email Intake Folder and Address
To store an email in a specific matter’s folder, we use the following email address format: “<IntakeID>m<MatterID>@intake.appcoll.com”.

A matter’s Email Intake address can be easily found by going into the matter details page and looking on the left side of the screen near the “Related Matters” section. Note that this will not appear unless Email Intake is enabled for the account.  The link can be clicked to open an email (based on your default mail client) with the address in the recipient (“To”) field, or the text can be manually copied.  



The number shown after the 'm' in the email address corresponds to the MatterID value. As such, you do not need to open the matter to determine the intake email address associated with it. You can simply include the MatterID column in the Matters Module to see the ID for all your matters.

For example, if the MatterID for a given matter is 1737, the email address for the matter would be “ac2018m1737@intake.appcoll.com.” The below image shows an example of the “Email” sub-folder created inside of a matter’s folder to store received emails that are sent to a matter’s Email Intake address.

Client Email Intake Folder and Address
To store an email in a specific client contact's folder, we use the following email address format: “<IntakeID>c<ContactID>@intake.appcoll.com”.

The email address for a client is located on the left side of the screen of the contact details page for a client.  See below image.



The number shown after the 'c' in the email address corresponds to the ContactID value. As such, you do not need to open the client contact record to determine the intake email address associated with it. You can simply include the ContactID column in the Contacts Module to see the ID for all your client contacts.

For example, if the ClientID for a given client is 772, the email address for the matter would be “ac2018c772@intake.appcoll.com.” The below image shows an example of the “Email” sub-folder that will be created inside of a client’s folder to store received emails that are sent to a client contact's Email Intake address.



Global Email Intake Folder and Address
Finally, there is an Email Intake Folder in the account’s root (Top) folder.  The format for the Global Intake Email address is “<IntakeID>g@intake.appcoll.com”.  For our example account, the address would be “AC2018g@intake.appcoll.com”.  The below image shows an example of the “Email” folder that will be created inside of the “Top” folder to store received emails that are sent to the global Email Intake address.

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