Logging in mail lets you record incoming mail as it arrives in the office and assign it to the responsible staff person for an answer. You can log in mail for a new or existing correspondent.
To log in and assign mail:
Search for the correspondent's People record. If there is no record for that person, add one.
On the New Person or People Record page, select the Log in Mail action.
Complete fields in the Log In Mail dialog box as required for your correspondence, assigning an issue code if this is part of your office procedure.
Click the Save button to save the mail record. The record is saved with a status of Approved.
Select the Close action to close the People record.
This correspondence appears in the Pending Mail section of the Mail panel for the People record and in the My Work Pending Mail section for the user to whom it was assigned.
Fields in the Log in Mail dialog box let you record information about the correspondence and assign it to a staff member for a response.
Use this field to record how the correspondent contacted your office. Click in the field and select a method from the list that appears. Examples of incoming methods are US Postal Mail, E-Mail, Fax, and Telephone Call. Incoming Methods are translation codes; you can create additional codes if needed.
Record the date on which you log the mail into your system by typing a date in the field or clicking the calendar icon next to the field and selecting a date from the calendar that appears. This field automatically reflects today's date.
Click in this field to set a priority of High, Medium, Low, or None. This information appears on the Mail Search Results page. By clicking the Priority column heading on that page you can re-sort mail by priority.
This field lets you record the issue or issues that the incoming correspondence addresses. To enter data in this field, type the code or codes, one per line, or click the search icon next to the field to search for and select the codes you want to enter. If a user name is associated with the issue code, it appears automatically in the Assigned To field. If you enter multiple issue codes that have user names assigned to them, the user name from the first issue code you enter will be used.
Click the search icon next to this field to select the person to whom you want to assign this mail. An entry is required in this field. An entry is made automatically based on the issue code if a user is associated with the code.
Record any comments regarding the incoming correspondence in this field. This field is limited to 4,000 characters. If you manually enter text into this field, IQ displays the message "Please limit your entry to 4000 characters (# of characters cut=1)" once you type the 4,001 character and will not allow you to enter any additional characters. If you copy and paste text into this field, IQ will truncate it at 4,000 characters and display a message with the number of characters that were cut. You can search for mail based on text in this field.
This is a text-entry field, which means you can type and delete text in this field just as in a word processor. You can spell-check text entered into this field by clicking the spell check icon next to the field.
Click the Browse button next to this field to search for and attach a file to the mail record. If an incoming letter has been scanned and saved, you might want to attach that.