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Hi

We send out emails from team desk for invites. The problem is i can't tell if it actually went.

I can see under only so many and then nothing

Is there any way of getting a report that will show everyone that has been sent an email.

We currently use our own email address rather than team desk.

Thanks

Tina

ID
1258
Category
User Experience
Author

Accounts
Date Created
2/20/2019 12:09:09 PM
Date Updated
7/4/2020 6:20:36 AM
Comments
cooper collier  2/20/2019 12:22:20 PM
As far as I know, there is no send receipt in TeamDesk. But you can easily accomplish this.

I am going to assume you have not setup the email to database feature.

1. Turn on email to database. (it is in setup: database tab: Email to database.
2. Now set all your invites to have a BCC to that email.
3. Copies of the emails will now arrive in the mailbox table. It can take 10-15 minutes, so be patient.
4. You can make a report for the last days worth of emails.

The mailbox table is temporary. So you really need to make another table to store the emails if you wish to keep them. Use a New Record rule to just copy them as they arrive.

IF it was me...

I would create an "invites" table, I would link it to the records the invites emails come from.
Then I would add tags to the BCC address. I would add the recordID as a tag.
When the email copies come into the mailbox, I would use the tags to link them to the record.
then you can create reports for each record etc.


Hope this helps, get you going the right direction.

Cooper
WatersWebWorks.





Accounts 2/20/2019 12:41:39 PM
thankyou

i had thought of setting up an external email as a bcc not sure if that would give me any better options than above.
cooper collier  2/20/2019 12:49:49 PM
If you push it back into teamdesk, then you can get a report on it.

I am not sure how you are using it exactly. But in the past, I have sent emails that are tagged with the originating record ID. I then ask people to reply, I capture the reply and link it to the record.

I can then find out who has or has not replied to a specific thing.

I have one company we help, that is actually using teamdesk for OFFICIAL emails. Not the normal daily email, that would be cumbersome. But something like a contract. they can track what is sent, and get reports on overdue, etc.
Accounts 2/20/2019 1:05:24 PM
Yes we send out bulk emails. Some of them get rejected and teamdesk have said for us to add teamdesk to our dns records.dl.ke

The only thing i am thinking about the BCC is will spam filters think it is spam

I do like the idea of the reply though it would give us an idea of who wants to attend
cooper collier  2/20/2019 1:29:56 PM
This is completely separate than the original question.
The original question implied you were currently sending emails from teamdesk. You wanted a way to record.

TeamDesk will not consider incoming emails as spam.

ABOUT the issue of sending emails in the first place.

1. Yes, some email servers will flag teamdesk emails as spam. this is especially true if you are using an enterprise version, or if you are changing the return address from teamdesk to yours. In these cases you need to adjust your DNS setting to verify teamdesk is allowed..

2. You really should avoid sending mass emails directly from TeamDesk or from your company email addresses. You are going to get your company domain a bad rep. Even if the emails all conform to all the rules about spam. Using a mass mailing service is always a safer bet.

3. You should still be able to use teamdesk, with a service like mailchimp. You would have an email address to send to from teamdesk, then they would handle proper distribution.


What I tell all the people I work with.
If you are worried that someone will think its mass marketing or spam... then it is. That does not mean it is bad, not in the least, it probably is legitimate good emails, but if anyone could remotely consider it spam. Then we need to get it separated from company mail servers, domains, and IP's. Just for safety.








Luison Lassala 7/3/2020 5:47:10 AM
Cooper, this is very useful advice - thank you!

Can you clarify the following process?
"I would create an "invites" table, I would link it to the records the invites emails come from.
Then I would add tags to the BCC address. I would add the recordID as a tag.
When the email copies come into the mailbox, I would use the tags to link them to the record.
then you can create reports for each record etc."

"Link it to the records the invites come from" - does that mean the table from which the emails were sent? That would be very useful because then we could display a subtab under the record's Form with all Emails sent from that record.

" add tags to the BCC address" - do you mean add tags to the records in the "Invites" table? (I have called that new table "SENTEMAILS").
Do these get created automatically with the Workflow that created the new copied email record using Assignment? So how can you assign the RecordID of the record originating the Email into the "Invites" table?

Any help with this would be much appreciated.
Luison

cooper collier  7/3/2020 11:36:34 AM
I think you are asking a separate question from the original one. similar but separate.
You should start a new forum topic and I can answer in a less confusing manner.

You can email me directly if the question is specific to your database and would not really help others to see the answer. cooper@frobbit.com

For the record. When working with incoming emails in teamdesk
Email comes to a table called mailbox.
You must copy the emails from mailbox to somewhere else, always. the mailbox table is not a permanent storage and gets cleared out on occasion by the system

at the very basic,
make a new table called SAVED-Emails.
Create columns for From, subject, body, etc.
in mailbox create a rule, triggered on new record.
the action would be a Create New record in Saved-Emails
then use the assignment to copy the columns.

The Saved-Email table is what you would link to other tables.

If you have a table, Customers. you can link it to Saved-Emails..
Saved-Emails would be a sub-table as you say.

Now in Saved-Emails there will be a reference column called Customers.

If you passed the Customers ID column to the email tag; you would assign the tag to the custom column when you create the new Saved-Emails record.










Luison Lassala 7/4/2020 6:20:36 AM
Thanks Cooper. Yes, I had already created the SAVED-Emails table which I called MAILSENT (copied from Mailbox table), had applied the Workflow Action from Trigger, etc. Everything is working fine.

My question was about the last part of your comment:

"Now in Saved-Emails there will be a reference column called Customers.
If you passed the Customers ID column to the email tag; you would assign the tag to the custom column when you create the new Saved-Emails record."

You have clarified it for me. I will try the setup you suggest and if I have any problems I will contact you directly on your email (thanks for providing me with it) to take it off this thread.
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