Reply by email feature

• Comment notifications:

  • When a user adds a comment, the recipient will only receive an email notification if the checkbox “Send Email Notice to Contacts” is selected.

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    When a user posts a comment, recipients receive an email notification.

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  • The sender does not receive their own notification (to avoid duplicates).

  • Each recipient’s email includes a unique key in the subject line. This key links the reply back to the correct comment and identifies the recipient as the “creator” of the response.

• Replying to notifications:

  • Using Reply All ensures the response is captured in the Module Report.

  • Attached images are stored as Response Images.

  • Replies appear in the module application as Response Files or Response Images, associated with the original recipient.

• Forwarding:

  • If a notification email is forwarded to a third party, and they reply, the response is still linked to the BPO but marked as “Created By” the original recipient.

 Operations

• Admins may choose to copy text from incoming emails into the description of the response file for clarity.

• Users should expect a 5 minute delay between sending a reply and seeing it reflected in the Module Report

• Email polling runs every 2-3 minutes.

• Processing takes an additional 1–2 minutes to:

• Parse and clean the email.

• Extract images/documents.

• Generate thumbnails.

• Add the comment/response into the system.

• Reindex the BPO and notify recipients.

• MS Outlook emails require an extra conversion step (.msg - .eml), which adds time.