1.   Introduction

Welcome to the Estateably Email Feature User Guide! This guide will help you navigate the email functionalities integrated into various sections of the Estateably platform. You can send emails directly from the platform in three key areas: Contacts, Forms & Letters, and Documents. Below, you will find detailed instructions on how to use the email feature in each of these areas.

2.   Contacts Section

Using the contacts section, you can send emails to any person that has been added to any contact tab, with ease. Here’s how:

Enter Contact Details:

• Ensure that each contact is entered into the system with a valid email address.

Send an Email:

• Click on the three dots (ellipsis) next to the contact you wish to email.
• Select the “Email” option from the dropdown menu.
• An email window will pop up with the following fields, any of the fields can be modified if needed:
  • To: The contact’s email address.
  • CC: Other contact’s email address, using commas to separate additional contacts.
  • BCC: Other contact’s email address, using commas to separate additional contacts.
  • Subject: Name of file.
  • Body: "Hello, this email is regarding the following attachment."

Add Attachment:

• Use the attachment box in the email window to drop any file you need to send.

Send the Email:

• Click the “Send” button.
• A notification box saying “Email sent” will appear at the bottom right of the screen.

Cancel:

• When cancel button is selected, the email modal closes.

3.   Forms & Letters section  

In the Forms & Letters section, sending an email follows a similar process:

Access the Section:

• Navigate to the Forms & Letters section where your documents are listed.
• Find the letter you would like to send via email and generate it.

Send an Email:

• At the bottom of the screen, next to the Generate button, you will find an Email button.
• Select the “Email” button, which will automatically generate the document.
• A notification box will come up indicating your document is generating, at the bottom right corner of the screen.
• An email window will pop up with the same fields as in the Contacts section, including your attached document.

Customize and Send:

• Modify the email fields, if necessary, and click “Send.”
• Look for the “Email sent” confirmation message in the bottom right corner of the screen.

Cancel:

• When cancel button is selected, the email modal closes.

4.   Documents section

The Documents section also allows you to send emails directly from the platform:

Access section:

• Go to the Documents section in your Estateably account.
• An email window will pop up with the following fields, any of the fields can be modified if needed:
  • To: The contact’s email address.
  • CC: Other contact’s email address, using commas to separate additional contacts.
  • BCC: Other contact’s email address, using commas to separate additional contacts.
  • Subject: Name of file.
  • Body: "Hello, attached is the document."

Customize and Send:

• Make any necessary changes to the email, attach file, and click “Send.”
• The “Email sent” confirmation will appear in the bottom right corner of the screen.

Cancel:

• When cancel button is selected, the email modal closes.

5.   Viewing Email Activities

To check any email activities:

Access section:

• Navigate to the Overview page of the Estateably app.
• View the notes section

Filter Email Activities:

• Look for the “File Activities” section.
• Use the filter option to select “Email.”
• All email-related activities will be displayed.

6.   Set up default signature

To set up your default email signature:

Access Signature Settings:

• Navigate to your user profile in the Estateably app.
• Under the "Email Communication" section, locate the area to add your default signature.

Customize Your Signature:

• Enter your desired signature in the provided field and click on the “Save” button at the bottom right side of the screen.
• Customize it as needed; the signature will automatically populate in the body of every email you send.

Note:

• Any changes made to your signature within your user profile will be reflected in future emails.
• However, if you modify the signature directly in the body of an email, those changes will not be saved to your profile.

7.   Tips and Best Practices

• Ensure Accuracy: Double-check the recipient's email address and the content of your email before sending.
• Attachment: Always confirm that the correct file is attached to your email.
• Review Sent Emails: Regularly check the File Activities section to keep track of your email communications.

*** please note only one file can be attached in an email at this time.

By following this guide, you will be able to effectively use the email feature in Estateably to manage your communications directly from the platform. If you have any questions or need further assistance, please refer to the help section or contact support.