Using the Project Mailbox

External emails are important communications that need to be included in projects. Such emails can come from project members or from external users who do not use Primavera Unifier. These email communications (and any attachments) are collected in a central repository for the project, called the Mailbox, so that project members can use them in managing and documenting the project. Once such emails reside in the Mailbox, project users can view them, forward them to appropriate members, flag them for review, and reply to them. In addition, you can link these emails to business process records.

Note: External emails that have been blind carbon-copied (Bcc’d) are not collected by the Mailbox.

To open the Project Mailbox

Open the project and switch to User mode. Click Mailbox in the left Navigator. The right pane displays a log of the contents of the Mailbox.

To open an email

On the Mailbox log, double-click the email. Primavera Unifier opens the email. If there are attachments, the email will display an Attachments (n) link. To open an attachment, click the link and double-click the attachment on the list that appears.

To flag an email for follow-up

Open the email.

Click the Flag for Follow-Up button. Primavera Unifier opens the Flag for Follow-Up window.

In the Flag to field, choose the action you want for this email, such as “call,” or “for your information.”

Click the Reply button to reply to the email, or click the Forward button to forward the email on to someone.

When the recipient opens the message, the specific flag remark is shown across the top of the message.

To remove the flag, click the Flag for Follow-Up button, and then click Clear Flag.

To reply to an email

Open the email and click the Reply button.

Primavera Unifier displays the addressee’s email address in the External To field. You can add additional external addresses in this field, separated by semi-colons (;).

(Optional) To add email addresses to the Cc line, click the Cc button. The User/Group Picker opens.

Select the user(s) you wish to add to the message and click Add. The names appear in the Selected Users area at the bottom of the window.

Click OK.

(Optional) To attach a file to the reply, click the Attach button and choose My Computer or Primavera Unifier Folder.

In the window that opens, select the file you want to attach, or browse your computer’s directories to locate the file to attach.

Click OK. Primavera Unifier attaches the file to your reply.

Enter your reply and click Send.

Primavera Unifier sends the email to the persons you specified.

Note: Once you reply to an external email, the communication will become part of Primavera Unifier’s uMail system. To see your reply, or any other communication regarding this email after this point, look for it in the uMail node of the Navigator. Any reply you made to the email will appear in the Sent Items node of uMail. Any email you forwarded will also appear in the Sent Items node of uMail.

To forward an email

Open the email.

To forward the email, click the Forward button. A forward email window opens.

Click the To (and optionally, the Cc) button. The User/Group Picker opens.

Select the user(s) to whom you wish to forward the message and click Add. The names appear in the Selected Users area at the bottom of the window.

(Optional) To forward the email to external users, enter their addresses in the External Cc field, separated by semi-colons (;).

Click OK. Primavera Unifier forwards the email to the persons you specified.

To delete an email

On the Mailbox log, select the email and click the Delete button. To delete multiple emails, hold down the Ctrl key on your keyboard and select the emails.

To print an email

On the Mailbox log, select the email and click the Print button. To print multiple emails, hold down the Ctrl key on your keyboard and select the emails.

To find a specific email

On the Mailbox log, click the Find button. Primavera Unifier opens a Find window at the top of the log.

Enter the search criteria.

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To search for an email from a specific person, enter the person’s email address in the From field.

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To search for an email with a specific subject line, enter the subject line in the Subject containing field.

You can enter partial addresses or words in any of these fields. Primavera Unifier will display all the emails that match the partial information you entered.

To search for an email with some specific content in the message, enter that content in the Message containing field.

Click Search (or press Enter).

Primavera Unifier will display the emails that match the criteria you entered. It will also identify the criteria by which you have searched the list in the “Current View: filtered by” line above the list.