Setting up for Document Flow - Palace Water rates etc - Email

Here are some important things to make sure our client knows about setting up their email address.

The details that we need for this are as follows:
  • Client (company) name
  • The email address or addresses that will be used to send invoices to Palace
Ideally, only one email account should be set up for this service.
It would be ideal to have only one email account set up for this service. However, they might have a reason to have an additional email for the scanner/printer/MFD. This allows them to handle invoices received both via email and post. Currently, they have to scan each invoice individually and forward them, which creates more work for the users.

 

In this case, we need to explain the difference between regular emails versus forwarding emails.
  • Regular email accounts enable you to send, receive, and access your email from the webmail or using an email client application (like Outlook, or Apple Mail, for example).
  • Forwarding email accounts allows you to automatically direct incoming messages to another email address. There is no inbox for a forwarding account, and nothing is stored. We redirect any email messages sent to your forwarding account address to the other email address you specify.

Note: Sending forwarded emails to invoices@getpalace.com can be missed/not received. In some previous cases, clients would receive an email to an address, forward this to another email address as this may be needed by another department and then forward that email to their email address (which is set for this service) and then email it to Palace. With all these forwardings the email may never come into Palace. A single forward or a new email is ideal to minimise issues.

  • Scanners/copiers are usually set up using forwarding email accounts. They can ask their copier providers for training about email setup, bulk scanning, etc.
  • We can set up multiple email addresses, however, please do not encourage this for customers, as this leads to more time for set up on our end, moreover, if they have issues with scanning then we have to track this for both emails.
  • If they still need to use this from multiple email accounts, clients should have email forwarding set to one of their nominated accounts by their IT support and give us one email so we can configure it on our end. This will make it more manageable in the long run.
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