Client interactions can be automatically added to SouceLink® client records through email. The most popular ways to use the email to interaction feature include:
1. Automatically add interactions by sending emails to clients
2. Automatically add referrals by sending emails to resource partners
3. Automatically add interactions from SourceLink non-users (i.e. counselors without SourceLink user accounts)
PLEASE NOTE: Do not use Email to Interaction for bulk emails! This feature is best used to record emails sent to individuals or small groups. We recommend you carefully consider the emails that you want to add to the database.
Getting started – Setting up your email client
1. Copy your personal e-mail address by clicking your name at the top right corner of the SourceLink dashboard, then clicking the icon next to Personal Email. (e.g. [email protected])
2. Create a new contact in your e-mail client with this email address and give the new contact a name like Personal SourceLink Email
3. Copy your organizational email address by clicking your name in the top right corner of the SourceLink dashboard, then clicking the icon next to Organizational Email. (e.g. [email protected])
4. Create a new contact in your e-mail client with this SourceLink email address and give the new contact a name like Organizational SourceLink Email.
Note: We do not recommend using email to interaction on bulk email communications. Every email address in the TO: field will also create an individual pending task, which you will have to manually accept.
Also, double check that the email addresses in the TO: field are clean (e.g. “Name of Contact” <email1.com>, OR just email address only). Check for duplicate email addresses.
Email to Interaction Settings are in your user account. If the auto accept feature is turned on, duplicate client records may be set up if a client match is not made.
Add interactions by sending emails to clients
1. Compose an email with your client’s email address in the To field.
2. Add your SourceLink Personal Email address in the Cc or Bcc field.
3. Craft and send your e-mail to your client.
4. Once an email is sent, a Pending Task will appear on the left navigation bar in SourceLink.
Open Pending Tasks>Emails, click View to Accept or Reject email as an Interaction. Details of the interaction can be selected from this screen.
Note: If you are sending an email to a new client without a client record in SourceLink, you can create a new client record by clicking Modify next to the name at the top left.
1. Compose an email with your client’s email address in the To field.
2. Add a Referral Contact email address to the Cc field.
Referral Contact is person designated in SourceLink database with
3. Add your SourceLink personal email address in the Bcc field.
4. Craft and send your e-mail to your client
5. Open Pending Tasks>Emails, click View
6. Update any interaction details and check/uncheck any matched Resource Partner organizations along the right (when Accepted, these will create your referrals)
7. Emails, click View to Accept or Reject email as an Interaction.
Note: For this feature to work, the Client Status must be set to Resource Partner NOT Active Client (or any other selection). For those who use The Resource Navigator, this is the default Status for resource partners.
Add interactions from SourceLink non-users
1. Compose an email with your client’s email address in the To field.
2. Add the SourceLink Organizational Email address in the Cc or Bcc field.
3. Craft and send your e-mail to your client.
4. Open Pending Tasks>Emails, click View.
5. Update any interaction details and update the Counselor selected (note: it will default to your user account).
7. SourceLink administrators can view, accept or reject the Pending Task and create client interaction. If a pending task does not show a client name, click “Accept” and a new client record can be created or an existing client record can be selected.
Note: If an e-mail comes in to SourceLink and does not match a client, users can create the client and click on the new ‘Rescan Email Matches’ option on the Pending Tasks page to match the contact.
