Attaching External Emails from the Project or Shell Mailbox to a Record
The system collects all external emails it receives for a project/shell in a dedicated mailbox. You can attach these external emails directly to a business process record. Other users can view the email from a link on the record. A single email can be attached to more than one business process record.
External emails that have been blind copied (Bcc'd) are not collected by the Mailbox.
To attach an external email to a record:
- Open the business process record to which you want to attach the email.
- Click the Linked Mail link at the bottom of the form. The Linked Mail window opens.
- Click Add and choose Mailbox or Project Mailbox. The Add from Mailbox or Add from Project Mailbox window opens, showing a list of the external emails that have been received for the project/shell.
- Select the emails you want to attach to the record, and click the right arrow button.
The system adds the email to the Linked Mail window.
- Click done.
To open an external email attached to a record:
- Open the business process record.
- Click the Linked Mail link at the bottom of the form. The Linked Mail window opens, showing the emails that are attached to the record.
- Select the email you want to view, and use the gear menu (
) to click Open. The system opens the email.
From this email window, you can:
- Reply to the sender
- Forward the email to others in the project/shell
- Flag the email for follow-up
- Clear a Flag from the email
- Delete the email
- Print the email
Note: You must have permissions to view, reply to, or delete external emails.
To view linked BP records from a Mailbox message:
- Open the business process record.
- Click the Linked Mail button. The Linked Mail window opens, showing the emails that are attached to the record.
- Select the email you want to view, and use the gear menu ( ) to click Open or double-click the email. The system opens the email.
- Below the Subject line is an information icon with the following caption:
This Mailbox and any future replies are linked to business process records.
- Click the business process records link. The system opens the Linked Business Process Records window, which shows a list of all business process records to which this email is attached.
You can select a business process record from the list to view its record details in the right pane.
Last Published Friday, April 11, 2025