The Email Inbox feature allows you to store emails as documents on an employee's record, by sending or forwarding the email.
By default, this is an Admin only feature. To switch this on for managers and users with edit access rights, go to the Settings tab, click the Documents subtab, and select the Turn On button to allow others to use the Email Inbox feature:
Setting up
To use this functionality, the Admin must create an API key called Email Docs, with access to all Employee and Document endpoints checked. Don't restrict this key per IP address.
Direct send is ideal to store new emails to employee records. Forwarding is an ideal way to store already sent emails that have been saved in your inbox.
Sending an email
From: A valid administrator
To: Valid employee email address
CC: Blank or anyone you want
BCC: [email protected]
Subject: Anything, but it can't be blank
Body: Anything
Forwarding an email
From: A valid administrator
CC: Blank or anyone you want
BCC: Blank or anyone you want
Subject: [valid employee email address] Any other text you want
Body: Anything
Points to bear in mind
The sender email must be the registered PeopleHR email of an active Administrator.
The receiver email addresses have to be registered PeopleHR emails found in the Personal tab of the employee record.
The total size of the email must be less than 15MB
The email will be stored with the category of Email. The subject line will be used for the description of the document.
Special characters are not supported within the email subject.
The email itself will be saved as document, so it can't contain any attachments.
The tool doesn't work for leavers.
The system will send back success or failure emails informing you if your email has been attached or not, within 15 minutes.
EML Files
PeopleHR stores emails against an employee record as an EML file. EML files are a standard format for emails that are exported and saved. You can save emails from Outlook, GMAIL, and others to disk, and one of the formats you can select is EML.
EML files can be viewed in most email clients including web based clients. You may need an extension in for web based email clients, for example EML file view from the Chrome app store.