Recommendations for using external email addresses
We recommend the following methodology for working with email in Planfix
- Incoming mail is sent to an external inbox provided by a service with a high-quality spam filter, such as Gmail or your company email server.
- Configure automatic forwarding in Planfix. Email can be forwarded to a virtual inbox, where it's easy to configure rules for processing mail and creating tasks from emails in projects; or mail can be forwarded to, say, a coworker's internal email address.
- By adding your email account settings to Planfix, you ensure that you will respond to clients from the same external mailbox that they wrote to.
This setup lets you handle all communication with clients in Planfix
- New emails to your email address will automatically become Planfix tasks. A new contact will be created for the person who sent the email if you don't already have contact with this email address in Planfix.
- Comments you add to this task will be sent to the client or another external contact as regular emails (only if you notify them about the comment). This approach lets you use tasks to communicate with colleagues, notifying clients only when there's a comment that they need to see.
- An external contact's response to a Planfix comment will be added to the same task as the original comment. The same users who were notified about the original comment will be notified about the new response. This replicates the usual method of communication where multiple recipients are involved.
The method we've described decreases the amount of spam you will receive since most spam will be caught by your email service's spam filters.
You can always change your internal Planfix email address if you somehow do receive spam:
- if you're using your personal email address, you can change it by changing your username in Planfix. Your username is an important component of your internal email address. When you change your username, you change your email address.
Please note: you'll need to tell the people you communicate with about your email address change.
- if you're using a virtual email address, you can delete it and create a new one. It can be inconvenient to reconfigure the rules for processing emails, but the inconvenience won't seem so bad if you're receiving a lot of spam.