In the Documents list, and in Client Documents list for a selected client, there are various views that are used as a "mail register". These are also useful to locate an email or document so you can check when and how it was sent or received.
For a video walkthrough that includes this feature, refer to Using Mail Register Views (3 min).
This article contains the following sections:
- Emails - Sent, Received, Draft
- Mail Register - Sent, Received, Draft
- Adding Sent On and Delivery Columns to Other Views
- Activity Section
Emails - Sent, Received, Draft
- Emails - Sent and Emails - Received views display the view with the Delivery column. This shows whether the email was sent or received.
- Emails - Draft displays all emails that are still in draft.
Mail Register - Sent, Received, Draft
The selection of views also includes the Mail Register views. These show the delivery status of all non-email documents.
- Mail Register - Sent and Mail Register - Received are registers of all non-email documents that have been sent or received.
The Mail Register - Sent includes the Delivery Method column and where a document has been marked and sent using the Delivery button, the method displays along with any notes that were entered, for example, "Picked up - Client picked up the document at the meeting". Refer to Mail Register - Updating the Document Delivery Status as Sent or Received.
Note: This also includes document that have been sent via Email or OneDrive. Refer to Sharing Documents with External Users via Email, OneDrive or myprosperity and Sharing Documents via OneDrive in the section Collaborate.
- Mail Register - Draft is a register of all non-email documents that have a Delivery status of "Draft" or that is blank.
Mail Register - By Reference. If required, you can set up a Mail Register - By Reference view that displays all non-email documents and includes the FYI Reference number. Refer to Unique Document Reference Number.
Adding Sent On and Delivery Columns to Other Views
You can include the column Sent On to show the relevant date and time that the email was sent or received. You can also include the Delivery column in other lists. Refer to Adding/Removing/Moving Columns in a List.
When a document has been sent as an attachment, the Activity section in the drawer shows "Marked as Sent" with the date and time and the person who sent it.