Set up working with e-mails

Using a BCC address, your personal e-mail address, you can store e-mails directly in Scopevisio.

You can assign special e-mail addresses to your business partners to optimize collaboration. For example, suppliers can send their invoices directly to your invoice receipt book.

The Office Connector for Outlook offers additional, convenient options for working with emails.

The personal e-mail address

Your personal e-mail address is an internal Scopevisio address that is only linked to you personally. It is used to send documents or other information directly to the system by e-mail and to store them in a suitable location.

For example, you can archive business letters, create tasks, update contact files and upload documents.

Mailagent - Settings

Select System menu > System administration > E-mail administration > Manage personal e-mail address.

In the form that opens, you have many options for customizing your personal email address. The numbering corresponds to the numbers in the figure below.

Enter a simple name for your personal e-mail address under Alias.
Use the copy button to copy the e-mail address to the clipboard and save it in your e-mail program as a contact under the alias. You can then simply paste the address into emails that you want to forward to Scopevisio. If you also use e-mail commands, the e-mails are automatically saved where they belong.
Only activate the option Add as BCC in the e-mail program if you want all your written e-mails to be saved directly in Scopevisio under Incoming e-mails. You can then assign them to your processes. Caution: This means you lose control over which emails are transferred to Scopevisio and may make your contact files confusing.
If you click on the Personal e-mail address link, the e-mail address is displayed as a QR code. You can save the address to your smartphone using a QR app.
Click on the link to open your email program and enter the address as the recipient.
In the security settings, you can now choose from a range of options, each of which relates to an entire group of contacts. This is where the "all or none" principle comes into play, as you do not have the option of selecting individual contacts. Either all contacts in the proposed group are activated for the function by selecting "Yes" or none if "No" is selected. To the right of the selection field, you can see once again in detail to whom the definition "all contacts/suppliers/customers/partners" refers.
Your personal e-mail address initially only accepts e-mails from the e-mail address that you also use to log in to Scopevisio. You can therefore enter up to five additional e-mail addresses in this section from which e-mails will be accepted (e.g. your external call center or your private e-mail address).
If you would like to create a history of your emails and other communication with your contacts as a timeline, you can also enter the emails as comments in the contact details. This allows you to edit the email content, add keywords and save additional files to it.
Save your entries here.

Company e-mail addresses

You can set up special e-mail addresses in Scopevisio to further simplify collaboration with business partners. For example, you can define a special e-mail address for your suppliers. All incoming invoices that are sent to this address are automatically added to the invoice receipt book. You can also set up such a mailbot for partners or customers - here with reference to a Teamwork collection. All documents sent to this address will then end up in the corresponding Teamwork collection.

You define the mailbots for both the invoice receipt book and for Teamwork under System administration > Email administration > Manage company email addresses.

A form opens in which you can view and manage existing company email addresses. Click on Add to open the following screen.

The alias "Incoming invoice" is automatically created to uniquely name the address for the supplier using it.
Scopevisio automatically generates a new Mailbot email address each time you choose this option. This is individual and unique in terms of its assignment. To make this very long and cryptic address more manageable, the system assigns an alias name (1), such as "Incoming invoice" here. This also makes it easier for your supplier to distinguish this email address from any other email contacts when sending invoices to your company.
Clicking on the link immediately opens a new email addressed to this alias.
Click on the small icon to copy the automatically generated e-mail address visible above to the clipboard. This is useful if you want to tell your supplier that they should use the corresponding e-mail address from now on. To be able to use the automatic assignment to the invoice book function, the supplier must also be informed and use the new email address generated for them. Click here for our expert tip on how best to implement this.

Our tip: Copy this email address into your email program so that you can use rules to redirect other incoming invoices directly to the invoice receipt book.

Under "Internal name", you can assign another name independently of the alias name, which will be displayed in the list of the company's email addresses and can be used to differentiate between the various incoming invoices. The system automatically assigns the name "Incoming invoice".
By default, "Active" is selected here, but you can also decide to temporarily switch this e-mail address to inactive. In this case, invoices are not automatically forwarded to the invoice receipt book. Instead, they will be intercepted by your regular email program and then moved manually to the invoice receipt book if required.
As an action in this selection, you can decide whether the documents should be assigned to the invoice receipt book as an incoming invoice or directly to Teamwork. Please note that everything that is assigned to the invoice receipt is also automatically stored in Teamwork - but not vice versa. If you switch to "Teamwork", both the field below ("Type") and the name above under "Alias name" change to "Collection".
Under "Type" you can choose between incoming invoice, outgoing invoice or other document, under "Collection" you will be shown the names of the various collections in Teamwork in a selection list.
In the security settings, you can now choose from a range of options, each of which relates to an entire group of contacts. This is where the "all or none" principle comes into play, as you do not have the option to select individual contacts. Either all contacts in the proposed group are activated for the function by selecting "Yes" or none if "No" is selected. To the right of the selection field, you can see once again in detail to whom the definition "all contacts/suppliers/customers/partners" refers.
You can configure the last 5 fields according to your business practice:
- store individual, selected e-mail addresses from your contact list. This setting overwrites the restrictions defined under (8).
- fill it with additional email addresses from senders that are not stored in your contact data.
- store your own email address here, which you normally use to receive invoices in your email program (e.g. rechnungseingang@xyz.com or invoice@gmail.com). This enables you to activate automatic forwarding from your e-mail program to the Scopevisio invoice receipt book.
Save your entries.

As you can see, Scopevisio offers you numerous options for individual customization. Take advantage of the many configuration options and simplify digital collaboration with your business partners!

The special e-mail addresses apply to the entire company, while personal e-mail addresses are assigned to individual users in the company.

Transferring e-mails

E-mail commands

The table provides an overview of the abbreviations for the automatic assignment of sent emails.

If you work with the abbreviations listed above, these will overwrite the settings for action, type and supplier assignment that you have defined for the company email address above.

Importing documents into the document worklist

To import a document for further processing by the Finance application, send the relevant document as an attachment to the Scopevisio e-mail address and enter the terms [Incoming invoice] or [ER], [Outgoing invoice] or [AR], [Other document] or [Document] in the subject line. Place the corresponding terms in square brackets.

You will then find the incoming invoice sent in this way in the document worklist under Accounting > Posting > Document worklist.

You can find further information under Voucher worklist and Digital voucher import.

Forwarding incoming emails

Call up an incoming e-mail in your e-mail program (e.g. Microsoft Outlook) and click on Forward.

Enter the Scopevisio e-mail address in the Recipient field and send the e-mail.

In order for the e-mail to be assigned correctly, it is necessary that

the subject of the e-mail contains the abbreviation WG: or FW: or FWD: (this abbreviation is usually used automatically).
there is a line above the forwarded e-mail containing the text From: and the e-mail address or the name of the contact (this is normally entered by the e-mail program).

Transferring outgoing e-mails

To send an e-mail to your contact and to the application at the same time, enter the recipient's e-mail address in the To field and your Scopevisio e-mail address in the BCC field.

If necessary, you must also show the BCC field in your e-mail program.

Note: Sending as a blind copy means that the second e-mail address is not visible to the actual recipient.

Tip: To make it easier to forward your outgoing emails, we recommend creating corresponding rules (in Outlook they are called "Quicksteps") in your email program.

Assign internal emails to contacts

To not only send internal information to colleagues, but also assign it to the corresponding contact in Scopevisio contact management, send e-mails to your colleagues and via BCC to Scopevisio.

Also add the contact's e-mail address - enclosed in square brackets, e.g. [martin.cebit@googlemail.com] - to the e-mail subject. The email is then saved in the corresponding contact details.

Displaying emails on the contact

To retrieve the stored emails, open the desired contact in Scopevisio. You can either do this via Menu > Contacts or simply search for the name in the Scopevisio search field and open it.

You will find the saved emails in the Email business object and, depending on the settings, also in the Comments business object.

Displaying emails from other employees

In the E-mail business object of a contact, you can display not only the e-mails directly linked to this contact, but also the e-mails of employees, provided that employees are assigned to the relevant (company) contact in Scopevisio.

If you are in contact with several employees of a customer company, emails that have been exchanged with these different contacts are displayed in this way.

Display incoming e-mails

Select Organization > Emails > Email correspondence to view the transferred emails. If the emails could be assigned based on the sender addresses, they are also stored in the contact management for the corresponding contact.

Emails that could not be assigned to a contact can be subsequently assigned to a contact, a project or a task using the Edit assignments button.

Displaying outgoing emails

Select Organization > Emails > Email Scopevisio to view the emails sent directly from Scopevisio.

This includes quotes and billing documents that were generated with Scopevisio and sent directly from the system via email, as well as emails sent from the system with external Teamwork links or campaign emails.

Observe the retention obligation

You can also delete emails, but please note that you are legally obliged to archive business letters and their attachments for at least 10 years.

Recognize and edit email assignment errors

This can have various causes: Open the email you have sent in your email program and answer the following questions, depending on your use case. Only if you can answer all questions with Yes can an assignment be made in CRM.

E-mails that cannot be assigned can be found under System menu > System administration > E-mail administration > Manage e-mail assignments (see screenshot).

Here you can manually process incoming emails that could not be assigned.

Is your sender e-mail address identical to your e-mail address stored in the Scopevisio user data or under Activities > Incoming e-mails > Settings?
If you have forwarded an email received from a contact to Scopevisio...
...does the subject line contain the abbreviation FWD:, FW: or WG:?
...does the e-mail text contain a line introduced by From: or From: which contains the customer's e-mail address?
...is the contact's e-mail address identical to the stored e-mail address?
If you have sent the email to a contact and via CC or BCC to Scopevisio...
...is the e-mail address entered under Recipient (TO:) identical to the e-mail address stored for the contact?
If you have sent an internal e-mail to a colleague and via CC or BCC to the Scopevisio e-mail address and the e-mail address of a customer is entered in the subject line...
...is the customer e-mail address entered in the subject line enclosed in square brackets ?
...is this e-mail address identical to the e-mail address entered for the contact?

Receiving e-mail notifications

Select Organization > Emails > Notifications.

You can manage process and contact-related notifications in the upper area.
Activate/deactivate the stored notification.
Notifications are possible for all listed events.
Choose whether you want to be notified by email or Slack.
You can be notified immediately for each event or in collective notifications, e.g. daily or weekly.
Select the employee(s) who should be notified.
You will also be informed via your own notification if one of the events occurs for which another employee is notified.

The settings are valid immediately and do not need to be saved explicitly.

Extended functions of the Office Connector

The MS Office Connector add-on gives you advanced options for using emails with Scopevisio.

Select My Scopevisio and click on the link Install MS Office Connector to download the application file. Then double-click on the file and start the installation.

Close all MS Office applications before the installation.

The following is an excerpt of the options you have with MS Outlook alone. Further information can be found in the article Office Connector.