Use the Dalux mail archive to automatically archive project-relevant emails in one or more archives in Dalux Box. Each archive created in Dalux has a unique email address. When sending emails you want to archive in Dalux, the Dalux mail archive address can be added to the CC or BCC fields. It is also possible to send/forward emails directly to the Dalux mail archive address. Access to the email archives is controlled by user groups, and only users on the project can send emails to the mail archive addresses.
Table of contents
How to set up mail archives
User Rights
Activation and setup for mail archives need to be done by a project administrator or a project planning manager.
To activate mail archives, go to Settings
Box
'Mail archive'
'Activate'.
When mail archives have been activated, a new tab will appear in the Dalux Box called Mail archive. To create and manage mail archives, go to
Box
Mail archive.
From here, new inboxes can be added and existing ones can be managed. To create a new inbox clickNew.
Each inbox needs to be named. The name does not affect the email name that Dalux generates. When the inbox has been named, click 'OK'. The inbox will be created, and a mail address will be generated.
To change the name of an inbox, select it from the list view and click Edit. To delete an inbox, select it from the list view and click
Delete. It is not possible to change the email address.
To open an inbox, either click on an inbox in the list view and click Show in the top menu or double-click the inbox. When the inbox is opened, the email address can be copied by clicking
Copy email address.
How to use mail archive
Emails sent to the email addresses from the Dalux mail archive are automatically added to the archives. It is also possible to upload emails manually to the inbox if needed. The inbox-specific email generated in Dalux can be used as any other email. Whether you send emails directly to the email or use CC/BCC, the email will be sent to the Dalux inbox and archived.
To manually add emails to the inbox, open the inbox and click on Add email and then locating the email(s) on your computer.
You can also drag and drop one or more emails directly to the inbox from your computer. A pop-up window will appear in Dalux giving you an overview.
Click 'Upload', to add the email(s) to the inbox. Each email in the Dalux mail archive inbox can be viewed, downloaded, and deleted.
Tips and Tricks
Use metadata like sender, date, or attachments to filter, sort, and search for emails.
How to manage access to mail archives
Access to the mail archives is controlled on a user group level. This means specific user groups will have to be given access to the mail archive, to see or download the emails.
To do so, go to:
Settings
Users
Select the user group that needs access to the mail archive(s)
Add
'Mail archive'.
This opens a new window, where access to the different mail archives can be set. Users with access to mail archives can view and download all emails. Select which archives the users in the group should have access to and then click 'Save'.
The users in the user group will now have access to the mail archive(s).
Tips and tricks
Project administrators and project planning managers can delete, rename, and create mail archives. Only project administrators can delete emails from the mail archives. Deleted mail archives or emails cannot be recovered in Dalux.