Setting up Vantaca Email Accounts
Your organization's email addresses can be used by Vantaca to send and receive email communications. This is done from the Mailroom > Email Accounts page. For details about setting up your organization's email addresses, visit Mailroom > Email Accounts.
How are emails assigned to homeowners and service providers?
When an email comes into Vantaca, the first priority is to try to match it to a User account. Vantaca does this in three (3) ways:
- If there is exactly one active User with that email, connected either to the User's account itself or to the User's Homeowner's Contact Info, the action item action is assigned to that user (for the "author" info on the step). The action item is also assigned to that homeowner account IF that user is attached to a homeowner and IF that homeowner has a single property.
- If not, Vantaca will check the email against all homeowner contacts. If it finds exactly one match, it will connect that Owner.
- If not, Vantaca will check the email against all service provider contacts. If it finds exactly one match, it will connect that Provider.
If the system fails to find a single instance in any of those three steps, it will not assign the XN to any owner. In this scenario, the action item is unassigned to any association or owner account and must be edited to be attached to the appropriate association or homeowner record. These are what is known as Orphan Action Items
If an email address is setup as a contact record on multiple user accounts, the incoming emails from that address will not be connected to either account and must be edited to be attached to the appropriate association or homeowner record.
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