Save Emails to a Member's Record Even When Not Logged In

View a video showing how to archive an email

In Outlook (or whatever email program you use), include your association’s unique archive address as a BCC. The software will look at the address sent/replied to and place it on the communication history of the associated member. Emails with addresses that are not recognized will still be archived but placed under Communication->Manage Unmatched Archive Emails where you can go to view and manually match them to the appropriate member.

Figure 1-2 Example of including archive address when sending email

In the example above (Figure 1-2) this email will be recorded on the member record that has the email address of Joshua.johnson@gvpiping.com

Find your association’s domain address under the Email Server Settings section under Setup->General Options and Settings.*

*Must be logged in with Administrator permissions

Figure 1-3 Look up your domain name

Notes:

To use the archive feature, you must be sending the email from an email address that is listed as a staff email address under Setup->Employee/Reps.

Emails forwarded or cc'd to archive@youraname when multiple members/reps in your database share the same recipient address will be recorded in Communication ->Unmatched Archive Emails.

In cases where there are two reps with an identical email address that belong to the same member, it will be recorded on that member’s history.

In cases where two reps with identical email address belong to two different members, the archived email will still go to the unmatched archive email list.