It's possible to send/forward an email directly so that the contents are stored as a document on the employee record.

EML Files

EML files are a “standard” format for email that is exported and saved. You can save emails from Outlook, GMAIL, etc to disk, when they are saved one of the formats you can select is EML.

People stores emails against an employee record as an EML file. EML files can be viewed in most if not all email clients including web based clients. (Note you may need an extension in for web based email clients, for example EML file view from the Chrome app store)

Setup

In order to use this functionality you must have an API key called “EMAIL Docs” setup with access to the Document area checked. You can do this via Settings, API.

Here is a screen shot: 

Rules

There are some specific rules that you must adhere to:

  1. That the sender must be an active administrator on People
  2. The total size of your email must be less than 15MB
  3. For direct emails:
  • There must be a maximum of one recipient whose email address matches an employee record

4. For forwarded emails:

  • You must have a maximum of one recipient who must be  inbox@peoplehr.com
  • The subject line must be prefixed with a valid employee email address in square brackets
  • Emails sent are processed every 10 mins -- if you don’t see your attachment straight away check in 10 minutes 


Responses

The system will send back success or failure emails informing you if your email has been attached or not

Examples

  1. Sending an email
  • From: A valid administrator 
  • To: Valid employee email address
  • CC: Blank or anyone you want
  • BCC: inbox@peoplehr.com
  • Subject: Anything (cannot be blank)
  • Body: Anything

2. Forwarding an email

  • From: A valid administrator
  • To: inbox@peoplehr.com
  • CC: Blank or anyone you want
  • BCC: Blank or anyone you want 
  • Subject: [valid employee email address] Any other text you want
  • Body: Anything


Security & Category


Stored emails will only ever be accessible to the administrator. Once an email is attached you can alter the security for each email. 

An email will be stored with the category of email. The subject line will be used for the description of the attachment.

Direct send vs. Forward

Direct send is ideal for new emails being sent to employees. Forwarding is an ideal way to store already sent emails that have been saved in your inbox within People.

Thanks,

Customer Services Team

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