Linking performs two functions: It associates emails with people, business or jobs and it makes those emails searchable by anybody in your team.
PLEASE NOTE: Don’t link private emails.
Emails in HQ can be linked to People, Businesses and/or Jobs (any number of links in any combination). Depending on the configuration of you HQ this can happen automatically, or it can be setup and/or changed by your intervention.
Autolinking is the name we call the automatic association of emails with a contact record in your HQ database. When an email arrives in HQ, its source email address (the FROM line) is checked against your HQ’s contacts. If a match is found then HQ will automatically link that email with the matched contact by placing it in the contact’s history record. To allow HQ to perform this autolink operation for any one of your contacts, click the ‘Autolink incoming emails to this person’ check box found on the second page of the person’s contact card, as shown below.
PLEASE NOTE: There are a number of tools in the HQ Administration System to override this behaviour and to pre-set the default status for autolinking of new contacts.
Emails can be individually or collectively linked to People, Businesses and/or Jobs as follows:
- In your email Inbox view (from the menu: View>Inbox), select any number of emails by clicking on the check boxes found on each line of the Inbox.
- Click the Links button on the button bar.
A dialog box similar to the one below will appear:
- Type in some details of the Person, Business or Job you want to link to (for example part of their name).
- Add-in as many People, Businesses or Jobs as you like and click Accept.
It is possible to pre-set any one (or several) of the folders in the folders-tree in your Inbox to be a ‘Smart Folder’. A ‘Smart Folder’ can be linked to a Person, Business or Job in much the same way as an email, but when any new emails are added to the Smart Folder, then are automatically linked to the same People, Businesses or Jobs as the email itself.
Smart Folders are discussed in more details here.