Very often workers will be out of the office and want to check their email. How do they do this? There are three different answers to this problem, and this article will discuss all of those options.
Chronicle offers mobile applications for both Android and iOS, they are available from the respective stores by searching Chronicle Job Management.
The mobile apps allow users to do much more than email, they can log their daily hours, mark activities complete, take job photos and import them directly into Chronicle, and much more.
Email functionality, however, is very limited at this time. And some advanced users may need more email options than just basic functionality. The other two options are more suitable for users that need more advanced capabilities for their mail client.
The traditional method for using email with clients like Outlook, a mobile device app, etc. has been through Chronicle Forwarding. This method, however, is not as elegant a solution as using the Chronicle IMAP method detailed below. But compare the two and decide which best fits your companies' needs.
I will use an example user and email addresses through this explanation, to illustrate how to setup a user forwarding.
First of all our user, John Smith, needs to have a different email address than the one he uses within Chronicle. This email can be a Google, iCloud, Outlook, or any other email service desired. You can also give the user an email account on through your mail service, but it should be different. John uses firstname.lastname@example.org, but wants to check his messages from his mobile device. To illustrate how to configure this using your existing mail service, he would need a new address. So he gets email@example.com.
With this new address we can go into Chronicle and open the user from the People tab, as illustrated in the image.
Then we would click on the Add/Edit button to make the change that we need.
And then click the Edit button with the email address selected.
Then add the forwarding address as illustrated below, then click OK.
With that setup, all incoming emails will be forwarded to the new account and the user will begin seeing these messages in the client of their choice.
This configuration, however, is not as robust as the IMAP setup. But again, you may not need the IMAP configuration.
This is the recommended configuration for using email, as it eliminates the need for a catchall address which can sometimes cost more money to maintain. In this scenario, every user has their own individual email account on the mail server. For John, that would firstname.lastname@example.org. Once that setup is complete, getting Chronicle involved in the process is very easy.
Open the Main System Setup window.
Go to the Email & Fax tab.
Go to the IMAP Setup tab
Click the Add Email Account button. Unless you have an Outlook, Hotmail, or Google mail server then you will select the Other option for Mail Provider. I have done this for the example.
Then you will need to fill out the details for address and servers. Once done, click OK to save.
Chronicle will begin capturing and synchronizing the email for the user. They can use any client they desire, and their mail will still be captured and attached as it would normally otherwise.
If you elect to use the IMAP Configuration, then you should create email accounts for all users that want to send/receive email from your business. Once you have done all of the setup, then you should contact support so that we can make a configuration change for you that will prevent duplicating emails.
A Note Concerning Forwarding
If you choose to utilize the Forwarding option, then please consider creating an email address on the mail service that your business uses. Allowing employees to send/receive email from an address outside of your domain may potentially lead to messages sent directly to outside users that are not captured in Chronicle at all.