Introduction
This new feature of Geniusproject allows you to extend the communication with external people who do not have access to the Geniusproject platform. It is now possible to share any "Generic" document thru email as easy as simple "forward" action.
Genius Project Mail Server
Geniusproject server will act as an email server, which will send e-mails to external people and receive e-mails and e-mails reply from external users.
Your Geniusproject instance does have a unique e-mail address, all e-mail will be sent from this email address and all incoming e-mails should be addresses to this address.
The Geniusproject instance unique email address have the following format:
myCompanyName@mygeniusproject.com.
The application server allows you to completely trace all email communication related to a document stored in it, and initiate an e-mail conversation from Geniusproject.
All you need to do is send the first e-mail from Geniusproject. Creating a new mail, or forwarding a document and all correspondences thereafter will be captured by the system, meaning you will be able to see the entire conversation thread directly in Geniusproject.
When users receive a mail sent out of Geniusproject they see as "sender" the application unique addressee. If they reply to this mail, Geniusproject will receive it and will they will be automatically classified in order to maintain the discussion thread.
If Geniusproject is not able to classify an incoming email the email will arrive in the Incoming e-mail box, waiting to be classified by one of the project managers.
Sending an E-mail from Genius Project
In the Create menu of any Geniusproject view select the option Create->E-mail.
- The Document Creation dialog box will open where you can select the Project and Phase the new issue applies to.
- Click OK to validate the selections and the e-mail form will open.
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Enter the e-mail title.
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Select addressees (To, Cc and Bcc) in Geniusproject resources, using the resource selection widget.
- Add external people in the addressees list, by clicking on the
button. A widget appears to enter external people email address. Validate you entry by pressing 
.
You can repeat this operation as many time as you want to add as many external addressees as you want.
The list of addressees is now displayed:
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Enter your e-mail text in the "Contents" field.
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Attach files to your e-mail as to any other Geniusproject record (form).
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Select the Send option from the action menu bar to send your email, or the option Save as draft to save it without sending it.
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This is how an e-mail sent from Geniusproject looks like, in this instance in Google’s Gmail:
The E-mail Header
|
Project Name |
The project title, in the example above – "AAGlobal Infrastructure Deployment". |
|
Phase |
The phase of the project that the e-mail belongs to. |
|
Project leader |
Name of the project leader. By default will always be the creator of the new project. |
|
From |
The author (sender) of the e-mail. |
|
To |
List of recipients. |
|
Cc |
List of Cc recipients. |
|
Bcc |
List of Bcc recipients. |
The E-mail Contents Tab
Genius emailing function will send via e-mail the body of the Contents rich text field, as well all attached files.
.
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Contents |
It consists of a rich text field where the relevant information or the document description can be input. |
The E-mail Links Tab & The E-mail Thread
Displays the full e-mail conversation:
Forwarding/Sharing an Existing Document through E-mail
It is possible to share any existing project documents with non Geniusproject users.
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Open the document to be forwarded, select the option Action->Forward from the Action menu bar.
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Geniusproject automatically copies the content of the richt text of the Contents tab, as well all the attachements in a new e-mail form.
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Then proceed as described above to send out an e-mail from Geniusproject.
Receiving an E-mail Answer in Genius Project
When one of the addressees replies to an e-mail sent out with Geniusproject, the application will automatically classify the e-mail as an answer and maintain the discussion thread.
For instance, Tom will reply to John’s mail by attaching a file:
The author of replied e-mail, John, will receive a notification in is Genius Live!:
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The e-mail threads also appear in the list of project documents, please note that the system always displays the last entry of the thread:
John opens Tom answers, which contains text and an attachment:
John can access his original e-mail in the e-mail thread, directly from Tom’s answers.
Forwarding or Addressing E-mails to Genius Project
External users can push information to Geniusproject by forward an existing e-mail to Geniusproject just by adding Geniusproject instance e-mail address.
For example, here Tom is sending a document to Geniusproject:
This function is very useful to push e-mails from your favorite e-mail box, Outlook, Gmail, to Geniusproject.
In such case, since this e-mail is not a reply to an e-mail sent out of Geniusproject, the system doesn't know to which project it belongs to. In such case Geniusproject is placing incoming emails in the "incoming e-mail" box.
Geniusproject does also notify all project managers in Genius Live! that the new incoming e-mail is waiting to be filed.
It is now possible to file the mail directly from the "Incoming e-mails" box using the Action->File e-mails of the Action bar menu.
Or directely from the e-mail, using the option File of the Action menu bar.
A dialog box appears to specify which project and phase the e-mail belongs to.
Now the e-mail belongs to the project.
Answering an E-mail from Genius Project
You can answer any e-mail received in Geniusproject directly from the application:
- Open the e-mail.
- Select the Reply option from the Action menu bar.
- Add any necessary text information in the Contents rich text field.
- Add any attachments, if necessary.
- You can also remove attachments.
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