Shared emails
All emails sent and received will appear on the client timeline of your MagManager account, for all relevant sales team members to see. (Providing their user settings allow access to the client Timeline.) Don’t worry about messy CCs, BCCs, or forgetting to share crucial updates.
System emails send from MagManager
All system emails (Client Email Tab, Booking Confirmations, Proposals, Invoices, Artwork Requests and Artwork Approvals) sent from MagManager will appear on the client timeline example 'Invoice Email Sent'. Sent system emails do not appear in notifications.
Example of Invoice email sent on the client timeline:
All emails sent from your email client will appear on the client timeline & in notifications as 'Email Sent'.
Example of 'Email Sent' on the client timeline:
Example of 'Email Sent' in notifications:
Reply emails received from clients
All reply emails received from clients will appear on the client timeline & in notifications as 'Email Received'.
Example of 'Email Received' on the client timeline:
Example of 'Email Received' in notifications
How sent system emails appear in Outlook sent folder
In addition system emails sent from MagManager will appear in your email client (Outlook/Mac Mail etc) Sent Items folder.
Example of how a sent email appears in the Outlook email client Sent Items folder:
How reply emails received from clients appear in Outlook inbox.
Example of how a reply email from your customer appears in the Outlook email client inbox:
Sending Emails from Microsoft 365
Important: Your customer must already exist in MagManager for this to work.
The Microsoft 365 Integration allows you to send emails to your MagManager Customers directly from your own email client (Outlook/Mac mail etc).
All correspondence with your customers (both sent and received emails) are automatically recorded in notifications and on the client's timeline.
You no longer have to add rocket@magmanager.space to the email BCC field.
You no longer need to CC other members of the team or cut and paste correspondence from your email to MagManager, as a record of each email will be added to the client timeline.
Action Required 1: Ensure you do not have multiple clients with the same email address in your MagManager account. As any emails will be recorded on the timeline of the first email match that it finds.
Action Required 2: Ensure your own email address is REMOVED from any client records in your MagManager account - otherwise your emails will be added to the client record & notifications.
Sending Emails from MagManager
With the Microsoft 365 integration the system emails: Client Email Tab, Booking Confirmations, Proposals, Invoices, Artwork Requests and Artwork Approvals. Are sent directly to your clients through Microsoft 365.
Examples of System Emails in MagManager
1. Client Emails
Open a client record in MagManager > Select the Email tab > Select your email template from the list > A pop-up screen will appear > Edit as required > Click Send Email.
Click here for more details on how to create your own document templates.
2. Booking Confirmations
Open a client record in MagManager > Create the booking > Click Save & Email/Print or Email/Print booking (if you have previously saved the booking) > Select the Booking Confirmation Email from the drop-down > Click Select > A pop-up screen will appear > Edit as required > Click Send Email.
3. Proposals
Open a client record in MagManager > Create a provisional booking > Click Create Proposal > From the Proposals tab > Click the magnifying glass to open the proposal > Click Email/Print > Select the Proposal Email from the drop-down > Click Select > A pop-up screen will appear > Edit as required > Click Send Email.
4. Invoice Emails
Open a client record in MagManager > Select the Financial Tab > Click the magnifying glass to expand the invoice details > Click Email Invoice > A pop-up screen will appear > Edit as required > Click Send Email
5. Artwork Request & Approval Emails
Open a client record in MagManager > Select the Artwork Tab > Update the Artwork Status to the Artwork Request or Artwork Approval option > The assigned to field will update to the client > Click Save & Email > A pop-up screen will appear > Edit as required > Click Send Email
All the above emails will appear in your customer's email inbox and display as being sent from your email address. Eg yourname@yourmag.co.uk
A copy of the email will appear in the Sent folder of your email client (Outlook/Mac Mail etc).
A copy of the email will appear on the Client Timeline in MagManager.
See Microsoft support here if you need help with your display name.
Note: MagManager Mailshots are excluded from this to prevent spam emails being sent via your Microsoft 365 account. Mailshots will continue to be sent via the MagManager mail server.
Replies from Customers to Emails Sent via MagManager with Microsoft 365 Integration
When the client clicks reply, the reply is delivered to the inbox of your email client (Outlook/Mac Mail etc).
A copy of the email will also appear in MagManager:
1 - Notifications (Bell icon top right of the navigation bar).
2 - Timeline tab (On the client's record).
Non admin users on your account will only see replies to emails they have sent out in notifications.
Admin users will see the replies to ALL emails in notifications.
Note: You may experience a delay in the email replies appearing in notifications and the timeline as we poll the email server to pick up the new email messages.
