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 Unifier.

Note: To use any of the mailbox features, you must have permissions.

These email communications (and any attachments) are collected in a central repository for the project, called the Inbox (Mailbox > Project Mailbox > Inbox ) so that project members can use them in managing and documenting the project. Once such emails reside in the Inbox , the project users can view them, forward them to appropriate members, flag them for review, and reply to them. In addition, the project users can link these emails to business process records.

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

Creating additional folders

Go to your shell/project (User mode).
Click Mailbox to expand.
Click Project Mailbox to expand.
Click Inbox to open the Inbox log.
If you have the View permission for Inbox sub-node, then you can view all folders under the Inbox sub-node.
On the toolbar, click the folder icon to open the Folders window.
You can see the folder icon only if you have the Create/Manager Folders permission.
Click the plus icon to open a new row.
Under the Name column, double-click the empty cell and enter a name for the new folder.
- This field cannot be empty.
- The maximum character length is 250.
- You cannot use a name that already exists.
Under the Email Address Code column, double-click the empty cell and enter a code.
- This field cannot be empty.
- The maximum character length is 120.
- You cannot use a code that already exists.
Click OK.

Your newly created folder appears in the existing list of folders below the Inbox node. The positioning of the folders below the Inbox node is according to the ordering of rows in Folders window. You can drag and drop rows in the Folders window in order to reorder the folder position in the navigator, on the left.

Note: You can reorder more than one folder at the same time.

In addition, you can double-click into any cell of the grid of an existing folder, in the Folders window, and edit the folder properties (Name, Email Address Code).

The email address is calculated by the system according to the Project Email Pattern that is defined in Unifier Configurator. As a result:

When the Project Email Pattern, in the Unifier Configurator, is configured to be the prefix, the email address of the folder will be: <Email Address Code for the folder>-<project email id>. For example, if the Email Address Code of a folder is "construction," and the project email id is"bostonGenHospital-slc05kuz@internal-mail.oracle.com," then the folder email address will be "construction-bostonGenHospital-slc05kuz@internal-mail.oracle.com."
When the Project Email Pattern is configured to be the suffix, the email address of the folder will be such that the Email Address Code gets appended to the very end of the project email id. For example, if the Email Address Code of a folder is "construction," and the project email id is "slc05kuz+bostonGenHospital@internal-mail.oracle.com," the folder email address will be "slc05kuz+bostonGenHospital+construction@internal-mail.oracle.com."

When a user sends an email to the email address of a folder, that email automatically lands inside the correct folder. Additionally, if the user specifies an incorrect value of the Email Address Code, and the rest of the project/shell email address is correct, then that email automatically shows up in the Inbox sub-node under the Project Mailbox parent sub-node.

The toolbar options for the new folder (below the Email Address) is the same as the toolbar options for the Inbox sub-node. The actions Move and Folder are visible based on permissions.

The options View, Edit View, Refresh, Search and Find on Page are the same as in Inbox sub-node.

The log layout listing the emails for a new folder is the same as for Inbox sub-node. Similar to Inbox sub-node, the user has the ability to move one or more emails from one folder to another using the right-click option > Move or using the Move option.

By default, Inbox is available under Project Mailbox (Project/Shell > User mode > Mailbox > Project Mailbox > Inbox). You have ability to select Inbox, move it to the "Available Modules and Business Processes" section and then move it back below any other parent node in the "Selected Modules and Business Processes" section.

When you move Inbox to the right section, the parent node Project Mailbox will disappear.

When you move Inbox from the right to the left section below a new parent node, then Unifier inserts the Project Mailbox node as the direct parent node of Inbox. For example, if the original hierarchy was Folder A > Project Mailbox > Inbox, and the user moves the Inbox to the right section, and then moves it back to the left section below Folder B, then Unifier displays the hierarchy as Folder B > Project Mailbox > Inbox. In other words, the Inbox always resides below the Project Mailbox.

You can send an email to unifier Project/Shell users giving them information about the additional email address of a Project/Shell. The email is a system-generated message with the following elements:

Header: Email Address(es) for <project/shell number> - <project/shell name>

Subject: Email Address(es) for <project/shell number> - <project/shell name>

Body (text): This email is to inform you that a Unifier Mailbox has been setup for <project/shell number in bold chars> - <project/shell name in bold chars>

You must use the following general format for the email address: <project/shell email id>

If the Project/Shell contains additional folders, the following text between two forward slashes //:

//To send messages, including file attachments to specific folders, use the following email address(es):

1. <Folder 1 name>: <Folder 1 email address>

2. <Folder 2 name>: <Folder 2 email address>

3. <Folder 3 name>: <Folder 3 email address>

... <and so on>

//

Note: If there are no additional folders, this text must not be contained in the email body.

The email is a system-generated message.

All emails received, or existing emails in the Project Mailbox, are in the Inbox node below the Project Mailbox parent sub-node.

To open the Project Mailbox

Open your project.
In the Navigator, click to expand the Mailbox node (Project Mailbox > Inbox). The right pane displays a log of the contents of the Inbox.

To open an email

On the Inbox log, double-click the email. 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. 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.

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

To move an email from one folder to another folder

Go to Inbox and click the email that you want to move.
Click Actions drop-down list and click to select Move. This opens the Move window.
Alternatively, you can click the gear menu and select Move.
In the Move window click to select the folder that you want to move the email into and click OK.

The Move option is available only if more than one folder (including the Inbox) exists below the Project Mailbox parent sub-node, and you have the permission to view the Inbox.

To create a folder

Go to Inbox and click the folder icon.
In the Folders window click the plus option to open a row on the grid.
Double-click on each cell of this new row, under Name and Email Address Code columns, and enter the values.
When finished, click OK.
Ensure that you see the new folder under the Project Mailbox parent sub-node, below the Inbox sub-node.

You can create new folders only if you have the permission to "Create/Manage" folders for the Project Mailbox.

You can change the order of the folders by moving the rows in the Folders window.

The order of folders arrangement below the Inbox node, in left-hand navigator, is according to the order of rows in the Folders window. The Inbox sub-node is always the top folder and directly below the Project Mailbox parent sub-node.

To delete a folder

Go to Inbox and click the folder icon.
In the Folders window click to select the row of the folder that you want to delete.
Click the trash-can icon and click OK.

To reply to an email

Open the email and click the Reply button.
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.
1. 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.
2. Click OK.
(Optional) To attach a file to the reply, click the Attach button and choose My Computer or Primavera Unifier Folder.
1. In the window that opens, select the file you want to attack, or browse your computer directories to locate the files to attach.
2. Click OK. Unifier attaches the file to your reply.
Enter your reply and click Send.

Unifier sends the email to the persons you specified.

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

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. 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. Unifier opens a Find window at the top of the log.
Enter the search criteria.
- To search for an email from a specific person, enter the person’s email address in the From field.
- To search for an email with a specific subject line, enter the subject line in the Subjectcontaining field.
You can enter partial addresses or words in any of these fields. 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 Messagecontaining field.
Click Search (or press Enter).

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.

Additional Information about Using the Project Mailbox