The 'Email to Folio' features enables a Folio user to use their email software to forward emails, documents, videos, images and other attachments directly to a Folio record (contract, incident or other register).
When Folio receives an email, it uploads the email and its attachments to the Folio record separately.
Where do I find my Email to Folio Address?
You can find this email address by going to your avatar and then selecting Settings.
You will now see the 'Email to Folio' feature and you can copy your unique Email to Folio Email address.
Now add your Email to Folio address to your Email Address book. This will allow you to Email to Folio anytime you want to.
You can also reset the Email to Folio address by clicking the 'Reset Email Address' button. After you reset the Email to Folio email address any emails sent to the old email address will not be sent to Folio.
Emailing to Folio
You can either forward and email to Folio or bcc Folio on an email that you are sending someone.
If you would like to send an email to Folio, add the Folio Record's Key at the Start of the Subject line of your email. The Key is easy to find, every Folio record has a Unique Key.
Then add the Email to Folio address in the To or Bcc. We recommend that if you are sending an email only to Folio or forwarding an email to Folio, put the Email to Folio address in 'To' but if you are sending the email to multiple people not just to Folio, you put the Email to Folio address in the 'Bcc'.
How does the email and the attachments appear in Folio?
The email and the attachments that have been forwarded to Folio are uploaded to the attachments Tab of the relevant Folio.
You will also receive a confirmation email that the email was successfully uploaded
What happens if I forget to put the Key in or get it wrong?
If you forget to put the Key in or get the Key wrong, Folio will send you an email that says that the 'Email to Folio Unsuccessful' . If you view the email it will tell you how to login to Folio and find the right contract.
You can also login to Folio and you will find the email in your To Do List.
Click on the 'Find Folio 'button to associate the email with the right Folio or click 'Delete' to remove the email and attachments from Folio.
Please note:
- Email to Folio can only be used by a Folio User and the user must have access rights to the Folio that they are sending an email to.
- The Email to Folio address is unique to a user and cannot be used by another Folio User. They must use their own.
- If an Email to Folio address is used by someone other than its unique owner, the Email and its attachments will be deleted and not stored in Folio. The person who owns that address will be notified that an email has been received from an unknown email address using their unique Email to Folio address and has been deleted.
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If the email has been sent with an incorrect Folio key in the subject line and that key exists in Folio and the sender has permissions to it, Folio will attach the email to that Folio.