Emails are important tools for communication and they need to be included in Project/Shell. Emails can come from:
- Project/Shell members who send emails from outside Unifier.
- External users who do not use Unifier.
The system collects emails, and their attachments, in a central repository, called a Mailbox.. This repository enables users to use emails in managing and documenting a Project/Shell.
Note: Emails can also be linked to business process records.
Once an email resides in the Project/Shell Mailbox, a user can forward the email to appropriate members, flag the email for review, or reply to the email.
When Unifier is installed on your system, a dedicated email address for your company is specified. When you create a Project/Shell, the system assigns a unique identifier to the Project/Shell. To create a dedicated mailbox as the communication repository for the Project/Shell, Unifier combines you company email address and the Project/Shell identifier.
Since the system considers email addresses used by any company or partner user as "approved" and automatically adds the email addresses to the Approved Email List, to prevent spam and virus attacks from infiltrating your system, by way of external emails, you must create a list of approved email addresses that are be accepted by the Project/Shell Mailbox.
Note: Unifier accepts up to 1,000 emails from any single address per day. Unifier ignores, as spam, any number of emails beyond 1,000.
To prevent adding all possible email addresses that can send emails to the Project/Shell Mailbox in the Approved Email List, one by one, you (Unifier Administrator) can enter the Internet domain name for all of the users (Unifier users or external users) to the Approved Email List. See the following for details on both options.
To create an approved email list (email address of an individual)
- Go to the Company Workspace tab and switch to Admin mode.
- Click Standards & Libraries > Approved Email List in the left Navigator.
- Click New to open the Add address or domain window.
- In the Email/Domain field, enter the email address of the individual, for example:
someone@example.com - (Optional) In the First Name and Last Name fields, enter the name of the user.
- If you want to add another email address, click Apply; otherwise, click OK to close the window.
To create an approved email list (Internet domain name)
- Go to the Company Workspace tab and switch to Admin mode.
- Click Standards & Libraries > Approved Email List in the left Navigator.
- Click New to open the Add address or domain window.
- In the Email/Domain field, enter the Internet domain name, for example:
@example.comNotes:
- Domain names have to start with the "at" (@) symbol.
- Names can include letters (abc), numbers (123), period (.), and dashes or hyphens (- - -).
- Names cannot include any other special characters or space.
- Names cannot begin with a dash or hyphen, and end with a dash or hyphen.
- If the system detects a domain name, then the system disables the First Name and Last Name fields.
- Click Apply and then OK.