Sending an email from CompleteEmpire with CREF included by creating a Contact Log associated with a specific Work Area.
You have the option to attach your email either to the General Account of the client or to the Specific Work area depending on the relevance of the communication. A Contact Log for specific tasks/enquiries or work for the client can be assigned to that specific area, for example seeking additional information on a particular property sale enquiry
Work - Example
- Click to open any of your relevant Work areas from the Main Menu.
- Using the Search Panel find the account required if necessary.
- Double Click on the Account you are working with to open the Account View.
Note the Main Menu bar choices will depend on your CompleteEmpire login credentials.
Account View
Option 2 is by far the best option for your day to day work activity as the system knows you are creating a Contact Log specifically for the work and not for the general account or another person.
- Click [Create New]
- Click {Contact Log} to open the New Contact Log - Options window
- Select {For the current (work area).
- Select {For the general account of (account)} Typically for contact logs unrelated to a specific work area task.
- Select {For a different account}. Use if you are creating a new contact for a new client account.
- Click [OK] too proceed to the New Contact Log window.
Note the prompt window will only be displayed whenever you create a new contact log using the Work Area Quick actions button as it is available from anywhere within CompleteEmpire.
- In the Details tab complete fields as necessary.
- Click [Next] to open the Entry tab.
- In the Entry tab complete fields as necessary.
- Tick {Would you like to send as an email?} tick box.
- Click [Next] to got the Appointments tab or Click [Finish] to close the window.
It is a requirement to tick the {Would you like to send as an email?} tick box if you want to send your contact log in the form of an email. The CREF will be automatically added to the subject line.
Because you are creating the Contact Log using the Actions button the system know you are creating a Contact
Log specific to the work. This method is your best choice for day to day work
- Click [Actions] button.
- Click {Create New} from the drop down list.
- Click {Contact Log} - to open the New Contact Log window and Entry tab.
- In the Details tab complete fields as necessary.
- Click [Next] to open the Entry tab.
- In the Entry tab complete fields as necessary.
- Tick {Would you like to send as an email?} tick box.
- Click [Next] to got the Appointments tab or Click [Finish] to close the window.
It is a requirement to tick the {Would you like to send as an email?} tick box.
When you create a Contact Log you will now see the option to “Load Template” or “Save Template”. This will allow you to retrieve a previously saved template (including attachments if used) or save a new one for later access & use.
Once selected, a template can be modified to suit the new communication.
You can send this as an email by selecting the “Would you like to send as an email”. If you chose this option you can add recipients (that are in system as Accounts) and when sent the important CREF code will be added automatically. There for any further communication and responses made through Microsoft 365 Outlook will be automatically assigned to this contact log when you import emails.
If this is not an email communication, then the Template can also be used to just retain as a contact log for file reference.
Using templates allow you to increase the speed and efficiency of Contact Log entry & email communications.
Templates are personal, so only you will be able to see your saved templates. All templates will be visible across all of your Profiles, so no need to switch profiles to find your required template.
Further articles related to the creation of Contact Logs and emails within Complete Empire.
Refer to CREF - A Brief Explanation for more background information on the integration of Outlook, emails and CompleteEmpire.
Example showing how your email will be displayed in your Account Summary Contact Log, in Messages view and in Outlook.
- Account Summary View showing the CREF tag.
- Message View showing the CREF tag.
- Outlook View showing the CREF tag as displayed in Microsoft Outlook email applications.
Please take note:
- Currently importing and synchronising emails between Outlook and CompleteEmpire is a manual process.
- Emails imported into CompleteEmpire will not include attachments. Manually import using the DMS system if required.
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