New email intake address...further suggestion
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The new "secondary" email intake address opens some interesting possibilities for those of us who have clients who also use AppColl. For example, we can now relatively easily create a client-side intake email address based on information that we already store in our law firm-side AppColl dataset.
In our case, we have a custom field in our law firm-side AppColl that we use to store our clients' client-side intake email address. We have to manually add that address (or do occasional bulk imports) for those of our clients that are not willing to use the sync feature in order to populate this data. With the secondary email intake address, we could, in theory, construct the secondary email intake address on-the-fly, e.g.: "acctname{ClientRef}@intake.appcoll.com," based on data we already have (ClientRef).
There are two potential issues with this:
a) I don't know what happens if the client AttorneyRef (our ClientRef) is later changed--does the secondary email intake address change to match? I assume it must since you might otherwise have email go to the wrong matter (if a different matter is later opened with the retired AttorneyRef), but it would be nice to have confirmation of this.
b) Ideally, there'd be a field in the Client contact record that could be used to store the "acctname" data so that the address could be constructed completely dynamically. We could use an existing Contact field for that, but it would be nice if there was a dedicated field for this purpose.
Interesting possibilities.....
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@ChristianS9906 We will be adding a way to access the client's intake address if their account is being synced to.
There is not currently a notification for when a bad intake address receives an email.
We will discuss adding this as well.
Account admins do receive a notification if an email is sent to a valid intake address but the sender is not whitelisted. -
How does AppColl handle it when it receives an email sent to the intake.appcoll.com domain that does not match any matter? I just deliberately sent a message to an incorrect intake address to see if it would bounce back, and so far, nothing's happening.
We are considering using the new intake address format for emails to clients that use AppColl, but the risk is that sometimes clients change their AttorneyRefs without telling us, resulting in our ClientRef not matching their AttorneyRef until the discrepancy is noticed and corrected. If we then generate and send an email to the client-side email intake address based on our firm-side (ClientRef) version of their AttorneyRef, it will not have a valid intake email address.
If an email sent to the intake address turns out to not be able to be matched to any AppColl matter for the specified customer account, it would be great if AppColl could send an email back to the sender alerting them to the issue--that would a) let them know that the email didn't get saved and b) prompt them to investigate and correct the issue that caused the problem....
Can this be done?
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We will discuss this and respond soon.
Thanks for the suggestion.
