Everything about Emails and Correspondence

Article author
Aleks Petrovic
  • Updated

By providing a way to centralise all emails, Uptick makes it possible for you to quickly and easily obtain any information exchanged via email between anyone within your business, whether on site or in the office. 

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How correspondence (also referred to as email archiver) works

Every email sent via the system will automatically bcc the correspondence email and appear within the correspondence tabs within either the client, property or contractor.

However, you can also manually bcc the address via your own emails and the correspondence will automatically appear in the system. 

Note: The following subject line examples are examples only - the appropriate REF to use will be based on your sequence formatting settings

By inputting this email address as a Bcc, and having the Property REF somewhere in the subject line, in brackets eg (P-12345), the external email will be sent to this particular property under the correspondence tab.

By inputting this email address as a Bcc, and having the Task REF somewhere in the subject line, in brackets eg (T-12345), the external email will be sent to this particular task under the correspondence tab.

Your property correspondence email is [companyname]@emailarchiver.onuptick.com

 

To view correspondence per client

Step 1: Go to the People tab on the navigation menu and select Clients from the drop down menu.

Step 2: Next, click on a specific client.

Step 3: Click on the Correspondence tab to view all correspondence related to the client selected.

 

To view correspondence per property

  1. Go to the Properties tab on the navigation sidebar and select Properties. 
  2. Click on a specific property to enter a property's dashboard.
  3. Select the 'Correspondence' tab (as highlighted below).
  4. You can also see the correspondence on the timeline of the property, with a hyperlink to the dialogue.  

Screen_Shot_2021-01-13_at_9.05.42_am.pngThe correspondence page will display all e-mails exchanged concerning the property, in open view. This saves you from having to search, click through and open up emails to retrieve information. Screen_Shot_2021-01-13_at_9.10.11_am.png

Step 4: From here you can also click Open mail window which will allow you to send an email via your own email portal (Automatically includes a bcc of the correspondence email).Screen_Shot_2017-06-20_at_2.03.19_pm.png

Note: Follow the same steps but instead of on a property, on a task, to see task dispatches and correspondence related to a particular task. This can assist in finding when emails were sent, to who, and what was sent. You can see exactly what was sent by clicking on the 'Attachments:' on the correspondence. 

 

Wanting to update your email templates? Read this article for more:

Customising Document and Email Templates

Attachment sizes

Attachments below 10MB in file size will be attached to the email itself. If the attachment is above this size limit then a public link will be included to be able to access and download the file

Bounced emails

When an email bounces, you'll receive a notification of what has bounced to the email listed in your business settings. The error message will look like this:

An email sent from Uptick bounced! A bounce means the email left Uptick correctly,
but failed to be accepted by the recipient for a reason outlined below.

Bounce info:
Address: recipient@errorexample.com.au
Bounce Reason: Permanent/General: The email service received a general hard bounce.
If you receive this type of bounce, you should remove the recipient's email address
from your mailing list.
Email Subject [Subject line here]
Email Sent: 4:04pm 11/Mar/2022

Please take measures to correct the issue outlined above. If you need assistance,
please contact support and include this email.

Regards,
Uptick Team

Under the heading that reads Bounce Info, the message includes the email address of the recipient and a Bounce Reason explaining why the email bounced. The Bounce Reason has the following structure:

Bounce Reason: Bounce Type/Bounce Subtype: Error details

Bounced messages are categorised by bounce type and subtype. In the example error message above the Type is Permanent and the SubType is General. See the table below for an explanation of the different bounce types/subtypes and what they mean.

Bounce

Type

Bounce

Subtype

Description
Undetermined Undetermined

The recipient's email provider sent a bounce message. The bounce message didn't contain enough information. The bounce email might contain additional information about the issue that caused the email to bounce.

Permanent General

The recipient's email provider sent a hard bounce message, but didn't specify the reason for the hard bounce.

Permanent NoEmail

The intended recipient's email provider sent a bounce message indicating that the email address doesn't exist.

Permanent Suppressed

The recipient's email address is on a suppression list. Contact support for further assistance.

Transient General

The recipient's email provider sent a general bounce message. You might be able to send a message to the same recipient in the future if the issue that caused the message to bounce is resolved.

Note:

If you send an email to a recipient who has an active automatic response rule (such as an "out of the office" message), you might receive this type of notification.

Transient MailboxFull

The recipient's email provider sent a bounce message because the recipient's inbox was full. You might be able to send to the same recipient in the future when the mailbox is no longer full.

Transient MessageTooLarge

The recipient's email provider sent a bounce message because message you sent was too large. You might be able to send a message to the same recipient if you reduce the size of the message.

Transient ContentRejected

The recipient's email provider sent a bounce message because the message you sent contains content that the provider doesn't allow. You might be able to send a message to the same recipient if you change the content of the message.

Transient AttachmentRejected

The recipient's email provider sent a bounce message because the message contained an unacceptable attachment. For example, some email providers may reject messages with attachments of a certain file type, or messages with very large attachments. You might be able to send a message to the same recipient if you remove or change the content of the attachment.

 

FAQs

How can I prevent emails coming from Uptick as being marked as spam?

 

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