Question
- How can I pull emails into the Notes section of the job in DASH?
- How can I get emails to populate as a Note on a job in DASH?
- Emailing notes into a job in DASH
Answer
Disclaimer
There are two ways that email settings can be configured: user-managed or support-provided (via Dash Start and Zoho).
- User managed - a DASH user uses their own email client (Gmail, Outlook, Office365, etc) to configure their email functionality in DASH via IMAP or OAuth.
- Support-provided (Dash Start emails via Zoho)- older functionality and requires the company to have been grandfathered into this configuration. We do not support this configuration unless you are the owner of an @dashstart.net address. With this configuration, we provide email hosting for the email functionality via Zoho Mail. If your company uses a Dash Start email setup and is receiving an authentication error, reach out to our Support team for assistance.
There are a few methods of emailing a note into a job in DASH and the process will differ based on which email configuration setup your company uses. To confirm which one your company uses, go to your email settings under Administration > Employee/Security Settings > Email Settings. Locate a user who has their email settings set up. Click edit next to user, then click on the "Incoming" tab. You should either see IMAP or POP3 listed here, make note of which option is selected.
Then, will also want to note whether or not your company uses a "Dash Start" email address. You can confirm whether your company has a Dash Start email address under the "Incoming" > "Login Information" section.
Next, choose the section below based on whether you have IMAP, IMAP + Dash Start, or POP3 + Dash Start.
TABLE OF CONTENTS
IMAP
- The subject line of the email should have the job number followed IMMEDIATELY by a colon and a space. For example, the subject line should look something like this: "19-0012-WTR: Job Progress"
- An email can also populate as a note even if the subject line doesn't start with the job number. It just needs to be sectioned off with a colon and space on both sides. For example, a subject line that looked like this "text here : 23-123-WTR: text here" would populate a note into the job in DASH
- CC or forward the email to your work email address
- Hover over more and select Emails
- Once you are there, click the checkbox next to the email(s) that you want to populate into your job(s) in DASH, and then click Mark As Read.
- After the email is marked as read, it should populate into the notes section on the job(s).
- When utilizing the external Email Note to Job functionality, IMAP configurations require that each individual message be selected and marked as read prior to dispatching messages to jobs.
IMAP (with Dash Start)
- The subject line of the email should have the job number followed IMMEDIATELY by a colon and a space. For example, the subject line should look something like this: "19-0012-WTR: Job Progress"
- An email can also populate as a note even if the subject line doesn't start with the job number. It just needs to be sectioned off with a colon and space on both sides. For example, a subject line that looked like this "text here : 23-123-WTR: text here" would populate a note into the job in DASH
- CC or forward the email to your Dash Start email (reach out to our Support team if you are not sure what your company's Dashstart email address is)
- Hover over more and select Emails
- Once you are there click Check New Mails to update your inbox and pull the emails into the jobs
OAuth (Outlook)
- The subject line of the email needs to be the job number followed IMMEDIATELY by a colon and a space. It will look like something like this: 19-0012-WTR:_ (the underscore represents a space). This part is very important as the other steps won't work if the subject line isn't correct.
- CC or forward the email to your email
- In DASH hover over more and select Emails. Once you are there, locate the email, check the box to the left of it and then click Mark As Read
- After you do that, the email should populate as a note on the job.
POP3 (with Dash Start)
- The subject line of the email needs to be the job number followed IMMEDIATELY by a colon and a space. It will look like something like this: 19-0012-WTR:_ (the underscore represents a space). This part is very important as the other steps won't work if the subject line isn't correct.
- CC or forward the email to your dashstart email, ex: “companyname@dashstart.net or 13133@dashstart.net“
- Hover over more and select Emails. Once you are there click, Check New Mails to update your inbox and pull the email in.
- After you do that, the email should populate as a note on the job.
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