EventPro User Manual

Assigning Emails to Communications

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Assigning Emails to Communications

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Assigning Emails to Communications

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EventPro can synchronize with your current email program so that you can assign incoming emails to an event, enquiry or accommodation communication. Note that you cannot use this option with Simple MAPI email.

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1.Choose the screen through which you want to send the communication. If you like, refer to Beginning a Communication.
2.Click the New From Email button. The Synchronize Email window appears. This will display the emails in the folder you selected for the Incoming Folder in your User Email Settings. By default, the emails will be retrieved in order from newest to oldest.  Note that it may take a long time to open this window if you have the Force Client to Check for Messages option selected in User Email Settings, and you do not have your email program running before you click the New From Email button.

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3.In the top selection grid, click on the email you want to use and click the Assign button in the bottom left corner.  The Communication Update [New] window appears.  Some of the information will have already defaulted into the communication.
a.The Method will be the communication method you selected as the Default Incoming Communication Method in your System Settings.
b.The Reference will the communication reference you selected as the Default Incoming Communication Reference in your System Settings.
c.If you are in an Enquiry, Event or Accommodation Reservation, the Enquiry, Event or Accommodation Reservation number and name will default into the correct fields.
d.The sender's email address will default in to the From field.  If the email address of the Sender matches the email address of a Contact in your Company/Contact database, the communication will be attached to that contact.  If the email address does not match a current contact, the communication will be attached accordingly: (i) If you are in an event, enquiry or accommodation reservation, it will attach to the main contact; and (ii) If you are in an attendee record or exhibitor record, it will attach to that attendee or exhibitor.
e.The Subject will default to the subject of the email and the email text will default into the notes area at the bottom of the communication.

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4.Make any adjustments you require to the communication, and click Save.
5.The Confirm dialog may ask if you want to Save Attachments.  Click Yes to save the attachments. You can adjust whether this prompt appears in your Communications System Settings. NOTE: You can only save attachments in the Enterprise Edition (SQL) of EventPro.  If you are interested in upgrading to the Enterprise Edition, feel free to contact your nearest Sales Representative for more information.
6.When you are done with the Synchronize Email window, click Close.