Forwarded emails can be converted into document records in Managemate, allowing important correspondence to be stored directly in the central workspace while managers and board directors will be notified accordingly.
Kindly refer to the steps below:
1. Find your Condo’s Dedicated Email Address in Managemate
Click the user icon in the top-right corner of the page.
Click view profile
Open the email automation tab
Copy your condo’s dedicated email address (save it for future use).
2. Forward an Email to Convert as New Document Record in Managemate
Open your email account
Select the email you want to covert as document record
Forward the email to the condo’s dedicated email address
You will receive a confirmation email, indicating that the forwarded email has been converted into a document record in Managemate.
3. Find and Update the Converted Email as Document Record in Managemate
You can find your converted email as document record in three ways:
Option 1: Using the email confirmation
Open the confirmation email you received
Click the document name link, it will take you to Managemate document record landing page
Note: The subject line of the forwarded email will be the document record name as default
Review the details of the converted document record:
Document Name - Email's subject line
Document Files – Email attachments (if any)
Document Description – Body of the forwarded email
Document Date – Date of the original email
Update fields, apply tags, or link the document to an activity, project, or vendor record as needed.
Option 2: Through the Managemate dashboard
Go to the recently created documents card
Click the document name to proceed to its document record landing page
Note: The subject line of the forwarded email will be the document record name as default
Review the details of the converted document record:
Document Name - Email's subject line
Document Files – Email attachments (if any)
Document Description – Body of the forwarded email
Document Date – Date of the original email
Update fields, apply tags, or link the document to an activity, project, or vendor record as needed.
Option 3: Through the document section of Managemate application
Go to the document section in the left-side menu.
Enter the subject line in the search field or navigate the document list view to locate the converted document record
Note: The subject line of the forwarded email will be the document record name as default
Click the document name to proceed to its document record landing page
Review the details of the converted document record:
Document Name - Email's subject line
Document Files – Email attachments (if any)
Document Description – Body of the forwarded email
Document Date – Date of the original email
Update fields, apply tags, or link the document to an activity, project, or vendor record as needed
Tip: Forwarded emails converted into document records in Managemate will display a small envelope icon below the document name
FAQ
Can emails be converted into documents with or without file attachments?
Can emails be converted into documents with or without file attachments?
Yes, emails can be converted into documents with or without attachments.
What happens if files are embedded in the email (inline attachments)?
What happens if files are embedded in the email (inline attachments)?
Inline attachments are not processed or uploaded.
How many document records are created per email?
How many document records are created per email?
One document record per forwarded email, with all attachments uploaded.
Does the email automation process the entire email thread?
Does the email automation process the entire email thread?
No, the first email only is saved; replies are not converted.
Can I use a different email account to forward an email?
Can I use a different email account to forward an email?
No, you can only use your registered Managemate email address to forward emails. To add another email address with email automation enabled, please contact our support team.
Can you provide an example of how the email thread works?
Can you provide an example of how the email thread works?
When a user sends an email and copies the condo’s dedicated address, a document is created. Replies to that thread do not create new documents.