tractFile allows users to directly update and interact with a record’s Notes and File Attachments through email. This feature requires an activated user, the required user permissions to modify the record, and the email must be sent from the active user’s email address.
In the example below we have a Customer Contract with a Document No. of 000001.
To add a Note to this existing record, using this feature:
- Compose an email to: tractfile@tractfile.com
- The subject line should contain the identification of the document (Name and Code, separated by a space) between brackets, and the subject for the Note out of the brackets. For example, in this case: [Customer Contract 000001] Changes in the Contract
- Within the email body, add content to be used within the Note. The email body is mandatory, otherwise the system will reject the email. The email message body will be used as the Note Content when attached to the record. The same remarks will appear in the Note published in the Contract.
- File Attachments may also be attached to the record by simply attaching the file into the email. Any files attached to the email will be attached to the Note as a Private File Attachment.
After sending out the email, the item referenced in the email will be updated with a new Note and File Attachments if any were provided. In this example, a Note has been added and a File has been attached to the Customer Contract 000001.
IMPORTANT: The user role should have read and update permissions previously assigned to be able to use this feature. If the email is rejected because the sender or referenced record could not be identified, or the email was sent without any body content, a notification will be sent back to the sending user as High Importance with the subject “We were unable to process your message” and the following content:
