The Practice Inbox is now available for beta testing. This new feature allows you to see all of your emails in one place; add tags; send emails to email addresses stored in and outside Senta; set privacy on emails and senders; and many other features.
TABLE OF CONTENTS
- Compose an email
- Practice Inbox list view
- Email functions
- Practice-wide accounts
Compose an email
To compose an email, first go to Inbox > Compose:
Alternatively, select Compose via the Practice Inbox page (Inbox > Practice Inbox):
The following areas are available to fill in:
Choose between any of the integrated email accounts currently set up in Senta:
By default, this will pre-populate your user account's email address but you can select the dropdown to see the list of other integrated email addresses.
You can include multiple email addresses within the To and CC areas, and these can include email addresses not stored in Senta.
To add an email address, click on the text area and start typing the email address. If the email address is stored in Senta, this will appear in a dropdown list for you to choose from:
Once the email address is added, Senta will indicate with coloured underlining whether this email address exists within Senta.
Green - the email address does exist in Senta
Red - the email address is not stored in Senta at all
Orange - the email address does exist in Senta however exists on a different client record (you will only see this when an email is pinned to a client)
To edit an email address, click on the email address itself.
To remove an email address, select the “x” icon next to the email address:
Practice Inbox list view
TABLE OF CONTENTS
- Accessing the Practice Inbox and your emails
- Split view/Single pane view
- Save custom views
- Email functions
Accessing the Practice Inbox and your emails
To access the Practice Inbox, go to Inbox > Practice inbox:
The Practice Inbox will display all emails sent to your integrated email address. Any unread emails are clearly highlighted in yellow.
Click on an email row to view the email itself.
If an email address exists on a contact within Senta, the company name will display beneath the recipient name like so:
Split view/Single pane view
To access the different views of the Practice Inbox you can click the View button which will give you the option to switch between Default and Split view in the dropdown menu.
Default will show your emails in rows like so:
Split view will give you a side-by-side view of the rows and the email itself. Simply click on the email row to view the email content plus a selection of email options:
In the Practice Inbox, you can filter by Tags and also on specific columns.
To filter tags in the Practice Inbox, select the All tags button at the top to view the list of available tags. You can filter by one or multiple tags at one time:
Please see the Tags section for further detail on Tags.
Use the funnel icons at the top of the columns to filter. This is available for Flags, Stars, Sent and To.
Filtering on the To column allows you to see other users' emails:
Only users with the Practice manager user type will be able to view other users' emails via the Practice Inbox.
Please see the More email actions section below to find out how to prevent others from viewing specific emails. [LINK]
Flag and Star emails if you wish to highlight emails to re-visit:
Flags will can be seen by everyone in the practice whereas stars are only visible to you. Use the funnel icon to filter to flagged or starred emails.
Save custom views
Similar to other lists in Senta, you can save custom views of the Practice Inbox.
For example, if you would like to have an Inbox dedicated purely to your "HMRC" tagged emails, filter to "HMRC" under All tags and select Save view as... found in the Save changes dropdown menu on the right-hand side of the screen:
Name the custom view and select OK:
This will now be available to all of your Senta users via the Inbox menu:
If you would like to choose which users can or cannot see this view, navigate to Custom view > Change visibility on the right-hand side:
From this dropdown menu, you can also delete the view.
Please note: only users with administrator access can save views for all users to see. Other user types can save views that can be see only via their log in.
There many functions now available on each email:
Selecting Close will close the email. If you are in Default view, this will take you back to the Practice Inbox. This option is not available in Split view.
To snooze an email, select Snooze and choose the date in which you would like to snooze the email until and select Confirm:
Snoozing an email will hide the email from view in your Practice Inbox until the date you chose. When the snooze date is reached you will be notified via the Globe icon and the email will be added back to your Inbox.
Snoozed emails can be viewed by toggling Show snoozed at the top of the Practice Inbox to "On":
If you wish to un-snooze the email, simply select Cancel snooze:
The Archive function will allow an email to be archived, removing the email from your Practice Inbox.
Select Archive to archive an email.
To view archived emails, toggle Show archived at the top of the Practice Inbox to "On":
To un-archive an email, select Move to Inbox:
To reply to an email select Reply. Senta will pre-populate the recipient and subject information, and you will be able to see the previous reply.
To forward an email, select Forward. Senta will pre-populate the subject and message ready for you to select a new recipient.
Convert to task
This feature allows you to convert an email to an ad hoc task. You can also access this feature when accessing an email via the Email tab in any client record.
A modal will appear and this is where you can set up the details of the task. The email subject line will populate the Title and the message will populate Description, however you can edit the details by simply clicking into the boxes and making any changes necessary. The start date, due date and task assignee can also be set, as well as the option to choose whether this task will show on the Task calendar widget on the dashboard:
Once you have created the task, Senta will add this to the Task section in the email header. This will display the name of the task and includes a link to your task list:
This will take you to your task list. To see the ad hoc tasks, filter the All jobs filter to "Ad hoc":
When adding a note to your email, you will be given a blank text area to write your note and a section to add the date, time and note category:
Once this is done, your note will become viewable above your email.
You can also edit this note whenever you would like by selecting the pencil icon on the top right-hand corner of the note:
More email actions
More email actions can be found via the 3 dots icon in the top right-hand corner of the email header:
The actions are split into two sections; MESSAGE and SENDER.
- Mark as private (Message)
- Mark message as hidden (Message)
- Pin to client (Message)
- Mark as unread (Message)
- Mark as private (Sender)
- Mark as hidden (Sender)
- Convert to Prospect / Convert to Client (Sender)
- Add to existing client (Sender)
Mark as private (Message)
Marking an email as private ensures that only the user will be able to view that email in the Practice Inbox, even if the Inbox is shared with other users. Private emails are indicated by a Padlock icon:
You can change the privacy at any time by selecting Remove privacy:
Mark message as hidden (Message)
If you would like to remove an email so that it no longer displays in the Inbox, you can use the Mark as hidden option.
Please note: if you need a hidden message restored, please contact firstname.lastname@example.org with details of the message. A request will need to be raised with our engineers to restore this for you.
Pin to client (Message)
Emails can be pinned to a client using the Pin to client option. This can be helpful if you would like to organise your Inbox allowing you to see which client your email is associated with.
This will bring up a list of your clients to choose from in alphabetical order. You can either scroll through these or use the search function to find the client:
Select Confirm to pin the client to the email:
Emails will auto-associate to a specific client if the email address is included in the Contacts tab of the client record.
Mark as unread (Message)
Marking an email as unread will return the yellow highlighting to that email when viewing in the Practice Inbox:
Mark as private (Sender)
If you would like all emails from a particular sender to only be visible to yourself in the Inbox, simply select Mark as private.
You can see which senders have been marked as private as indicated by the padlock icon next to the sender name:
However, if you would like to make specific emails from that sender visible for all users to see, you can change the visibility of the email(s) by selecting Mark explicitly as public:
All emails from that sender will be private except those that you choose to Mark explicitly as public.
This is indicated with an unlocked padlock icon next to the flag/star icons and a padlock icon next to the sender name:
To remove the privacy from a sender, select Remove privacy from the 3 dots menu:
Mark as hidden (Sender)
If you would like all messages from a particular sender to be removed completely from Senta, select Mark as hidden from the Sender section of the menu.
Please note: this will apply to all messages from that sender, and cannot be overridden in the same way as marking the sender as private.
Convert to Prospect / Convert to Client (Sender)
Senders can be converted into new client records with the state of “Prospect” or “Client”:
Both options will create a new client record in Senta with pre-filled information. This will include the state of "Prospect" or "Client", and the first name, last name and email address of the sender will be stored in the Contacts tab. You will need to assign, at least, a Client name under the General tab in order to save the new Prospect or Client.
Add to existing client (Sender)
Senders can be added as a contact to an existing client record. To do this, select Add to existing client, search for the client by typing the client name in the text box and select the client:
Please note: this list will not include client records where the sender is already included as a contact.
Select Confirm to add the sender as a contact. The first name, last name and email address will be added to their contact record.
You can also create an entirely new client record from this page by selecting Convert to new client:
This will populate the first name, last name and email address on the contact record, and set the state to "Client".
Tags will allow you to assign emails to certain words/topics which you can then filter by to group email together. Administrators can create tags for users to add to emails. See our section on creating tags below on how to do this.
Once you have opened an email you will be able to access the Tags feature. This will be presented under the Subject line.
Select Add a tag and start typing the name of the tag:
To remove a tag, select the "x" icon on the tag:
If you have administrator permissions, you will have the ability to create new tags. Pre-existing tags will show up in a dropdown menu when selecting the plus icon. All pre-existing tags will be available to manage in Settings > Practice details > Tags.
A tag can be created quickly from within the Tags section on the email. Type in the word and either select the tick icon or hit enter on your keyboard:
This has now been added to my list of tags in Settings > Practice details > Tags:
This is the area for managing your Tags. You can create new tags; edit existing and delete tags from this area.
To create a new tag from this page, select Create new:
This will add a new tag to the list, ready for you to edit:
Type in a new title and change the colour, which will in turn update the preview for you:
The Used on column will allow you to select where the tag can be used:
Currently, Tag functionality is only available on emails however this will be extended to other areas in the future.
Multiple keywords can be added (separated by commas) so that tags can be applied to emails automatically when the email content contains the associated keyword(s):
Delete a tag
To delete a tag (or multiple tags), click the tick box next to the tag(s) and select Delete selected:
Filtering tags in the Practice Inbox
To filter tags in the Practice Inbox, select the All tags button at the top to view the list of available tags:
You can filter by one or multiple tags at one time.
We realise that practices have general email addresses that they like to use for communicating with clients, such as info@, admin@ etc. The practice-wide accounts feature allows you to integrate these email addresses with your Senta workspace so you can send emails from that address, view incoming emails in the Practice Inbox and assign them as a user role on a client.
To add a practice-wide account go to Settings > Users > Add practice-wide account:
A modal will appear to name the account:
You will then be able to enter the email address and choose which users can access that account:
Navigate to the Email tab and switch on Send & Receive via SMTP/IMAP:
From here, you can enter the email settings for that email address. For further information on email settings, please take a look at our guide: Email settings (SMTP/IMAP)