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In this article, you will learn how to associate emails to matters.
Adding Associations From Within Emails
The simplest way to associate emails to matters is to access the email in question and add an 'association', using the button highlighted in the screenshot below.
Multiple matter associations can be added for a single email, but you cannot associate several emails to a single matter at once.
POP3: The Subject Line Method
| Note: This method only works when POP3 is enabled for the inbox receiving replies. |
You can associate emails to specific matters by manipulating the subject line on outgoing emails. To trigger this association, add 'ID=' to the subject line, where the '=' is followed by an identifier. The identifiers can be categorized as per the table below. You can apply multiple associations through the subject line method by stringing them together. For example, the subject line 'id=a1234a1111p123' will associate the email to the matters with the ID's 1234 and 1111 respectively, as well as the system user with the ID 123. There is no limit to how many can be included in the same string.
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ID=1234
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This identifier will look for a matter with an ID number of 1234
The 'abc' points to the orgkey of the system and will apply the subsequent identifier if the email sits within the system with the specified orgkey |
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ID=p1234
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This identifier will look for a 'System User' whose participant ID = 1234 The 'p' refers to 'participant' and is mandatory in this case. |
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ID=sp1234
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This identifier will look for an accounting record with a transaction ID of 1234.
The 'sp' number can be the bill number for bill associations. |
Assuming the recipient of the email does not change the subject line in their reply, Actionstep will collect the reply and then use the identifiers to associate the email to the appropriate matters/participants/records.
If you are sending an email directly out of a specific matter, these identifiers are added automatically.
POP3/Mailgun (built-in): The Wildcard Method
Actionstep supports wildcard mailboxes, and will apply a number of different identifiers against the recipient of any emails made out to the correct domain.
| Note: Email aliases are mentioned in the email below. For more information, see Email Aliases |
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1234@abc.com a1234@abc.com |
Associate to matter with ID 1234 if it exists |
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p1234@abc.com |
Assign to 'System User' with participant ID 1234 if they exist |
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sp1234@abc.com |
Associate to sale/purchase record with transaction ID 1234 if it exists |
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james@abc.com |
Check whether an 'email alias' is defined for 'james' and, if found, assign the message to any users linked to this alias |
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support@abc.com |
Handled the same way as 'james@abc.com' except that it will look for users linked to the 'support' Alias instead |
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james+a1234+support@abc.com |
Assign the message to James, all the members of the support team, and associate it to matter number 1234 |
Warning: There is a known limitation with having a Google-hosted wildcard or catchall mailbox configured to Actionstep. If you are using a Google-hosted catch-all mailbox configured for Actionstep, it will consolidate copies of emails sent to the catch-all account under different aliases. This means that even though multiple users are CC’d into an email, only one user may receive a copy. This is a currently an issue with Gmail that we are unable to resolve from our end.
Microsoft Office Plugin for Windows
You are also able to assign emails directly from Microsoft Outlook by use of the 'Office Plugin'. For more information on this integration, please see this article.
Office 365 Outlook Add-in
Actionstep offers an add-in for Office 365 Outlook users. For more information, please see Setting up Actionstep's Outlook add-in for Office 365
Gmail Plugin
Gmail users can utilize the Gmail plugin to associate emails to Actionstep.
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