Send and Receive Mailbox Messages

Mailbox functionality is similar to common email programs. In Mailbox, you can attach files, format text, flag the message, compose and save a draft of your response without sending it, and preview your message in a browser.

You can correspond with your project team members through Mailbox, and send Mailbox to external email addresses. External email users cannot send email directly to Mailbox.

Note: Mailbox messages can be linked directly to related business process records. For information about linking mailbox messages to a record, refer to the Unifier Business Processes User Guide.

To send a Mailbox message:

  1. Go to the project tab and switch to User mode.
  2. Select any Mailbox folder.
  3. Click New. A message window opens.
  4. Choose the recipients of the Mailbox message by doing any of the following:
    • Click To to select the primary recipients. The User/Group picker opens displaying project users. Select recipients from the Select Users list, and click Add. Click OK to close the picker.
    • To send a copy to another recipient, click Cc, and choose the recipients from the User/Group picker.
    • To send a copy to an external email address, enter the address in the External Cc field. Separate multiple external addresses with a semicolon (;). The recipient will see Unifier Notification in the From field, and will not be able to reply directly.
    • To send a blind copy (Bcc), click the View menu and select Bcc Fields. The Bcc button and External Bcc field become available on the Mailbox message window.
  5. Type the subject of the message in the Subject field.
  6. Type the body of the message in the text field.
  7. Click Send to send the message.

To view or respond to a Mailbox message

  1. Access Mailbox by doing one of the following:
    • Open a project and switch to User mode. In the left Navigator, select the Mailbox Inbox folder. The Inbox lists all messages that have been sent to you. Unread messages are shown in bold text.
    • Go to the Home workspace. In the left Navigator, select Mailbox. All sent and received Mailbox messages across projects are listed. Unread messages are in bold text.
  2. Double-click a message to view it. The message opens.
  3. To respond to the message, do one of the following:
    • To send a reply to the sender, click Reply.
    • To send a reply to the sender and other recipients of the original message, click Reply to All.
    • To forward the message to another recipient, click Forward.

      Note: Any file attachments will remain on forwarded messages.

  4. Type your response and click Send.

    Note: For Project Mailbox Replies, the From field of the external email received does not indicate the corresponding project mailbox email address; however, after you reply, the To field will contain the project mailbox email address, auto-populated.

To attach files to a Mailbox message:

  1. Open the Mailbox message.
  2. Click Attach and choose one of the following:
    • My Computer: Attaches the file from your local system. The procedure is the same as for uploading files to the Document Manager.
    • Unifier Folder: Attaches documents from the Document Manager. The window opens, displaying the Project Documents files and folders. Select the files and folders to attach and click OK.

      Note: Folders are not attached. The contents of selected folders are attached in a flat list. Documents with duplicate file names will not attach.

  3. Click OK to add the file, and click OK to close the General Comments window.

    Note: The system allows you to embed only one image (file size must be equal or less than 1MB) in a single email. Use the attachment feature to send an image with a file size greater than 1MB, or to send multiple images.

To flag a Mailbox message for follow-up:

  1. Open an existing message, or create a new message.

If you want to flag a message that you are replying to or forwarding, then open the message, and click Reply, Reply All or Forward.

  1. Click the Flag for Follow-Up button. The Flag for Follow-Up window opens.
  2. In the Flag to field, choose an action, such as "call," or "for your information."
  3. Click OK. The flag text appears at the top of the message. A red flag symbol will also display next to the message in the log. (You may need to refresh the log to see the flag.)
  4. If this is an existing message that you are flagging for yourself, you can simply close the message. If you are sending the message to someone else, add the recipients and send the message.

To remove a Mailbox flag:

Click the Flag for Follow up button, and then click Clear Flag.

To format Mailbox text:

  1. Open the Mailbox message.
  2. Select the text you want to format within the body of the message.
  3. On the Formatting toolbar, choose the formatting to apply to the text.

To spell check Mailbox text:

  1. When you are finished composing a Mailbox message, click the Spelling button on the toolbar of the message. The body text of the message is checked.
  2. Make spelling corrections as necessary and click OK.

To print a Mailbox message:

  1. Open the Mailbox message.
  2. Click the Print button.

To print several Mailbox messages from the Mailbox log:

  1. Navigate to a Mailbox log.
  2. Select the Mailbox records that you want to print.
  3. Click the Print button.

To search for a Mailbox message

  1. In the Navigator, select one of the Mailbox folders.
  2. From the toolbar, click the Find button. The Find box expands above the log.
  3. Do any of the following:
    • To search by the recipient (To field), click the Select button and choose the user from the User/Group picker.
    • To search by subject, enter a word or phrase in the Subject Containing field (partial entries are acceptable).
    • To search by message content, enter a word or phrase in Message Containing.
    • You can further refine the search by clicking the Items that are: drop-down list and choosing Read or Unread.
  4. Click Search. The messages meeting your search criteria will be listed in the log.

To delete Mailbox messages:

  1. Do one of the following:
    • From a Mailbox log, select the message and click Delete.
    • From within a Mailbox message, click Delete on the toolbar.

    The message is moved to the project's Deleted Items folder.

  2. To permanently delete a message, select it from the Deleted Items folder and click Delete. Click Yes to confirm that you are permanently deleting the message.

    Note: When you delete a message from your account, a copy of the message remains in the central project record: the Project Mailbox folder. Messages deleted from the Project Mailbox folder are permanently deleted.


Last Published Friday, October 4, 2024