This article outlines how to set up email addresses for new members and how to send emails.
Updated May 24, 2024
| User Permissions for Accessing This Feature | |||||
| Owner | Standard Administrator | Flow Administrator | Task Manager | Guest | General |
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The email feature centralizes communication within the mfloow app, allowing owners, standard administrators, flow managers, task managers, and members to exchange messages seamlessly. This feature ensures that all email interactions are stored within the flow, making it easy to maintain a comprehensive record of information.
An example of utilizing the email feature is to maintain a record of communications regarding new employees and their onboarding process.
Note
Owners can view all emails, even if they are not designated as viewing members.
1) Confirming and Adding Email Addresses for Flow Participants
To utilize the email feature, it is essential that the email addresses of flow participants are added to their profiles.
This section explains how to register email addresses for flow participants.
Click on the flow participant in the "Members" screen to display their profile.
If the email address is not registered, click the "Edit" button located in the top right corner to add the email address. For more detailed instructions, please refer to the related article.
2) Checking the Email Screen
In the "Flow" screen, select the relevant flow and click on the email icon located next to the flow name.
If a member's email address is not yet registered, clicking the "Edit Member" button in the email screen will directly open the member's profile for editing.
If a member's email address is already registered, clicking the "Compose Email" or "New Email" button will open the new email creation screen.
3) Create a New Email
In the new email creation screen, you can add the members who will view the email, specify the subject, compose your message, and attach files.
Email Fields
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Sender |
An email address randomly generated using the mfloow account name as the sender. *This field cannot be modified in the new email creation screen. |
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Recipient |
Registered name and email address of the member *This field cannot be modified in the new email creation screen. |
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Viewing Members |
Standard Administrator members have the ability to view and reply to emails. You can specify these members individually when composing an email. *You can select multiple members. *Owners have the ability to view all emails, regardless of whether they are designated as viewing members.
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Subject |
Up to 100 characters |
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Message |
Up to 5,000 characters |
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Attach File |
Up to 10 MB *To attach a file to the email, click on the paperclip icon located in the bottom left corner.
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Once you have composed your message, click the "Send" button to dispatch the email.
Example of Received Message:
4) View/Reply to Mail Threads
All email threads related to a specific flow are displayed in the flow's email screen.
Clicking on the latest message in the thread from the email screen will display the entire thread for your review.
Click the "Reply" button on the left or the reply icon on the right to open a reply box for the specific message in the thread.
Once you have entered your reply, click the "Send" button to dispatch your message.
Flow List
Flows that include email features will display an email icon in the flow list screen. Clicking this icon will open the email interface. Additionally, flows with unread emails will show a notification icon, alerting users to new messages.
All Mailboxes and Notifications
Clicking the email icon in the upper right corner of the header will display the five most recent unread messages. By clicking on a message, the entire thread will open for your review. Additionally, a notification icon will appear whenever new messages are sent or received.
*All members designated as viewers within a specific email thread will receive notifications.
Unread messages will also be indicated by a notification icon on the flow page.
5) Setting Up New Email Notification Preferences
Click on the profile icon located in the upper right corner, and then select "Notification Settings."
In the "Notification Settings" screen, select your preferred method for receiving notifications regarding new email messages.
You will receive notifications through your selected method whenever there are changes to the settings for receiving or sending new emails, or for viewing email threads.
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1) Receiving Emails from Flow Participants |
You will receive a notification whenever an email is received from flow participants.
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2) Notifications for Emails Sent by Administrators (Excluding Yourself) |
You will receive a notification whenever an email is sent by administrators, excluding emails that you send yourself.
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| 3) Notifications for Changes to Viewing Members in Threads |
You will receive a notification whenever there are changes to the viewing members in the email threads.
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