EDI Enhancements Email Inbox

The enhanced email inbox is to allow an alternative to the current InStar email inbox.  This window utilizes much newer programming techniques.  The window is designed to streamline the filing of email and then allow the user to handle those email efficiently, in bulk.  If your client contacts have email addresses matching the From address on the email, most email should be automatically filed by the system.  

Recommended Procedure for Handling Received Email

Please note; the old InStar Email handling deleted the email item completely from Outlook, the new Email Inbox will simply move the email to the Read Items folder when successfully filed.  For that reason you should have an archiving process for Outlook.  If you do not, read our recommended Outlook archiving process.

  • Open the Email Inbox under the EDI Enhanced Menu
  • The system will check for the existence of an Outlook Read Items folder and add this folder if needed.
  • The user may then file email items to the client in various ways.
  • It is recommended to use  Auto File Selected.  You must select email items in the list using a mouse click and then a CTRL + Click for selecting multiple items if filing selected items.
  • The system will search all the client contacts for a matching senders (From) email address.
    • If only 1 email address is found then the email is filed to that client, then moved from the Outlook Inbox to the Read Items folder, and removed from the Inbox in InStar and added to the “Unhandled Email” list.
    • If the senders email address is found on multiple clients then the email list will show Email someone@somewhere.com belongs to multiple clients.  (You may right click to get a list of clients and file to the selected client by a double click on that client)
    • If the email senders address is not found on any contact you may right click and choose to file by domain.  Domain being the @somewhere.com part of any email address.
    • If still no Client is found for the senders email address you may then perform a manual lookup by right clicking on the email and selecting Lookup Client to File.  *This lookup is very simple using only Client Name or dba/care of, Contact Name or Policy Number.  This is lookup will find records based on any part of the string you type in to find.  Pick the most uncommon part of the name or policy number to most narrow your results.
  • Once you have filed your email to the clients, now it is time to Handle them.  Click the Unhandled Email button to receive a list of all email that has been filed but not handled.  This list defaults to only look back 2 weeks due to using the transaction history for the customers and needing to filter many records.  If you don’t handle an email within 2 weeks we recommend you mark it handled and use a followup to track the open issues.  NOTE: if you do not get a list of unhanded email after successfully filing email, then contact support.  You are missing a file to make this work.  Support@EDIConcepts.net or 877-277-6918
  • The Unhandled Email window allows the user to drill into the email in InStar and respond  or right click the email item and open the Client window giving the user all the information available on the client. From the client window the email item is available in the Letters as any other Letter/Fax/Email item.  If no response is necessary then simply click the “Mark Selected Handled” and the email item is removed from the Unhandled list and an entry to the clients transaction history is entered showing when the email was Handled and by whom.

Summary of the various elements of the window

  • Auto File All; Will process through the entire list of email attempting to file each item to a client based upon the sender’s email address matching a contact email address on the client..
  • Auto File Selected; Will process selected email attempting to file each item to a client based upon the sender’s email address matching a contact email address on the client.
  • Refresh; Refreshes the folder with whatever is currently in the corresponding Outlook folder.
  •  Unhanded Email;. List of email successfully filed to a client but not yet handled.  Handled is simply telling the system this item no longer needs to appear on the unhanlded list of email items.
    • Open Unhandled Email Window;
      • Double click to view and respond to the email
      • Right click to open the client window making all client information available before responding to the email.
      • When done with the email Click the Floating button “Mark Selected Handled” and the email item(s) are removed from the unhandled list.  Handled Email items have an additional time stamp in the Transactional History description showing the date and time the email was handled.
  • All Users; View or manage unhandled email for all users.
  • Weeks; Number of weeks to go back in searching for unhandled email items.  Simply type in another number before accessing Unhandled Email.
  • Inbox; This is a drop list that allows the user access to other email folders in Outlook.  Please keep in mind that folders with many items may require time to build the list.  If you need to move items from one folder to another, we recommend doing so in Outlook.
  • List of the EMail Items; This list allows for many functions.
    • Click an email in the list to see a preview to the right of the list
    • Double click and email to open the email from Outlook. (The Outlook email may open in the background so watch your Windows task bar for a flashing icon)
    • Right Click to; (Right click menu may show a number representing the selected items in the email list.  When you see a number, the option will operate on all the selected items in the list.   Very handle for sending multiple items to the Deleted Folder, Junk or Read Items folder.)
      • Auto File Selected; Will process selected email attempting to file each item to a client based upon the sender’s email address.
      • Open Item(s); Open all email items selected from Outlook
      • Pick Client to File; ONLY available if multiple clients were found when Auto Filing.  Will present the user with a list of clients found for the email senders address.  Double click the client from the list and the email will be filed to the client and moved to the Outlook Read items folder.
      • File by Domain; Lookup the client contact based on the domain part of the email address, “@somewhere.com”.  Email will be filed if only 1 client is found or will then give the user a list of clients on which to select one to file the email.
      • Lookup Client to File; Manual lookup of the client when the other methods fail.  The user may use this method at any time.
      • Move to Deleted; Move all selected items to the Outlook Deleted Items folder.
      • Move to Junk;  Move all selected items to the Outlook Deleted folder.
      • Move to Read Items;  Move all selected items to the Outlook Read Items folder.

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