27 May Email Archiving in FZM
Applicable accounts: ‘Regular’ Account ‘Enterprise’ Account
Introduction
FZM features an email archiving function that you can use to keep copies of your email communication with your franchisees, team members and other franchise-related contacts within the system. Such record-keeping is often needed for compliance and other purposes.
When you sign up with FZM, your company will be given an email archive address. When sending franchise-related emails, your team members can CC (or BCC) this email address if you want FZM to keep a copy of the email on the system.
With this function, backing up your important business-related emails somewhere is one less task you need to do. By simply opening a record, you can retrieve archived emails associated with that record at any time from within FZM.
Aside from your emails to franchisees, contacts, and staff members, you can also archive emails related to franchise partners, enquiries, and candidates, among others.
Viewing the Email Archive Address
FZM users can view the email archive address assigned to them at any time.
To View the Email Archive Address
1. On the main FZM page, click Admin, then My FZM Settings.
Figure 1. Click My FZM Settings
2. On the FZM Settings window, click the Email Archive tab. You can see your assigned Send to email archive address under the Email Archive Address section.
Figure 2. Click Email Archive to View Your Email Archive Address
NOTE: Inform your FZM Users to CC or BCC this email address if you want to keep copies of their emails within FZM. We recommend User create a contact in their email client for this address and call it “FZM Archive” or similar.
Registering Email Addresses
To keep spam from flooding the system, only users that you define within the system will be allowed to send emails to your Email Archive address.
To Register an Email Address
1. On the main FZM page, click Admin, then My FZM Settings.
2. On the FZM Settings window, click the Email Archive tab.
3. On the Registered Emails section, click Add New.
4. Enter the email address of your contact, then click Save.
Figure 3. Registering an Email Address
To Delete an Email Address
You may delete a user’s email address if you no longer want FZM to archive emails from that address within the system.
1. On the main FZM page, click Admin, then My FZM Settings.
2. On the FZM Settings window, click the Email Archive tab.
3. On the Registered Emails section, select the email address to be deleted, then press Delete on your keyboard.
4. Click Save.
Viewing Archived Emails
You can view archived emails associated with your contacts/franchisees/staff etc at any time.
For illustration purposes, we will view archived emails related to your contacts in the next procedure.
To View Archived Emails from a Contact
1. On the FZM Menu, click Search Contacts, then search for the contact whose archived emails you want to view.
2. Click the Details button to open the contact’s record, then click the Emails tab.
3. Click View Archived Emails. Note that the number of archived emails related to the contact is displayed on the button.
Figure 4. Click Emails, then View Archived Emails
4. On the Archived Emails window, the contact’s archived emails are displayed. Click an archived email to view its content.
How Archiving Emails Works
When FZM receives and email into the archived address it will do a number of things:
1. Check to ensure the person attempting to archive the email is registered in the system. If not registered the email will be ignored.
2. Extract all email addresses within the To, CC and email body, and look for the email address within FZM, then relate the email to that record.
Therefore in order for Email Archive to be successful you must:
- Have users email address registered in My FZM Settings.
- Have the email address in FZM system for your Contact/Franchisee/Staff/Enquiry etc.
- Have the email address in the To, CC or email body of the archived email.