Overview: Email Integration

Email integration in the PC module gives you the ability to associate emails sent from the application and the replies to those emails with potential projects so that you can view all correspondence related to a potential project in the application.

Note: If you have MS Outlook installed, you need to install the MS Outlook add-in and have MS Outlook open while you are using the application to take advantage of the email integration feature.

Sending Emails

Emails are sent from the PC module using the PC Create and Send form. Emails sent using this form are automatically associated with a potential project or a bid package. A record of the email is also added to the Correspondence tab of PC Potential Projects, which displays a log of all sent emails that are associated with a selected project.

Copies of emails sent using the PC Create and Send form are also attached to the associated record. This includes emails sent using the MS Outlook Client and emails sent using SMTP if you do not use MS Outlook.

  • If the email is sent from a potential project (PC Potential Project> Info tab> Create and Send icon), a copy of the email will be attached to the potential project record and can be viewed using the Attachments icon at the top of PC Potential Projects.

  • If the email is sent from a bid package (PC Potential Project> Bid Package tab> Create and Send icon, or PC Potential Project> PC Bid Package> Create and Send icon), a copy of the email will be attached to the bid package and can be viewed using the Attachments icon at the top of PC Bid Package.

Receiving Emails

Received emails can be attached to potential project records in several ways.

  • Automatically attached using the Outlook Add-In - Emails sent using the PC Create and Send form will include a token that will display in the subject field starting with VP, for example VP: SBZV5MBFUD. If you have installed the Outlook Add-In, it will automatically process the reply email and then use the token to add it as an attachment to the associated potential project record. For example, if you sent an email from a bid package (PC Bid PackageCreate and Send icon), a reply to that email will be saved as an attachment on the bid package. Click here for more information about the Outlook Add-In.

  • Manually attached using the Outlook Add-In - If the received email does not contain a token, you can use the Outlook Add-In to index that email and attach it to a potential project record in the application. For example if you receive an email regarding a bid package, you can use the Outlook Add-In Index form to index that email with the bid package number and add it to the application as an attachment. Then you can open the bid package in PC Bid Package, locate the email using the DM Attachment Index Search form, and associate it with the bid package record.

  • Manually attached using drag and drop - It you do not have the Outlook Add-In installed, you can drag and drop emails directly onto PC module forms in the application. This will add the email as an attachment to the record opened in the form. For example if you receive an email about a potential project, open the potential project using the PC Potential Projects form and then drag and drop the email onto the form.

Automated Response Forms

You can also use the automated response feature to email a PDF form to a vendor or contact on a potential project, and when they complete and return that form, the system will process the form and update the application. For example, you can use this feature to email an Invitation to Bid form to the vendors on a bid list. When they complete the form and email it back, the Outlook Add-In will process the email and update the Bid Coverage tab on PC Potential Projects with the information on the completed form - if a vendor will bid on the potential project, if they are attending the walk-through, etc. If you do not use the Outlook Add-In, you can also drag and drop the reply emails onto a form in the application, which will update the system.

For more information, see About Automated Response Forms.

SMTP and Email Integration

If you do not have MS Outlook installed and you use SMTP, the following applies:

  • Sending Emails - Emails sent using SMTP will include a token and will be saved as an attachment on the associated parent record.

  • Receiving Emails - SMTP will not automatically process received emails and attach them to the associated parent record - only the MS Outlook Add-In can process the reply emails using the token and then associate them with the parent record. There are two options for attaching emails to parent records when using SMTP.

    • Set up a single workstation to process all reply emails- Install MS Outlook and the Outlook Viewpoint add-in on a work station, create a single MS Outlook box, and have that MS Outlook box process all of the reply emails. You can ensure that all reply emails are sent to this MS Outlook box using the Reply To Email field on the Messages tab of PC Create and Send. For example, a single user can install MS Outlook and the MS Outlook Add-In and then all reply emails sent to their box will automatically be processed by the Outlook Add-in.
      Note: Reply emails will only be processed by the Outlook Add-In when it is running, so the MS Outlook box where the reply emails are sent needs to be installed and running on a workstation with consistent and high usage.
    • Manually - Save the email as a file - for example as a file that appears on your desktop. Open the parent record in a form in the application and then drag and drop the file onto the form. This will add the email as an attachment to the parent record