Table of Contents

Purpose Save an Email to TRUE In a Selected Record In Module List View View Email Captures Manually Pull Email Captures Manage Record Access Forward Email Captures Delete Email Capture Record

Purpose

Email Capture allows users to easily send and save emails to records in TRUE by forwarding messages to a dedicated capture address with a unique code. The module stores all captured emails, provides search functionality across all captured records, and enables users to manage access, forward emails, or manually trigger email retrieval.

Email Storage
Save emails and attachments to records
Unique Capture Codes
Generate codes to link emails to records
Search & Filter
Find captured emails across all records
Access Control
Manage who can view captured emails
Manual Retrieval
Trigger email pull on demand
Forward Emails
Share captured emails with others

Access Path: Gear Icon > Email Capture

Email Capture List View

Search Enter text to search for specific captured emails by subject, sender, or content
Advanced Filter Filter captured emails by date range, module, record, or user
SUBJECT Email subject line as sent
FROM Sender's email address
DATE Date and time email was captured
RECORD Associated TRUE record the email is linked to
⚙️ Icon > Get Emails Manually trigger the email capture script to pull new emails immediately instead of waiting for scheduled interval
↻ Icon Refresh the list of captured emails
☰ Icon Access additional options for each email (Record Access, Delete)
✉️ Icon Forward the captured email to another recipient

Selected Email

Subject Email subject line
From Sender's name and email address
Date Date and time email was received
To Recipients of the original email
Body Full email content/message
Linked Record The TRUE record this email is associated with
Attachment List Lists all files attached to the captured email
Download Download individual attachments
Preview Preview supported file types
☰ Icon > Record Access Manage which users can view this captured email. Click the green unlock symbol to restrict access
☰ Icon > Delete Permanently delete the captured email record
✉️ Icon Forward the email by entering recipient name and email address

Frequently Asked Questions

Common questions about capturing, managing, and organizing emails in TRUE.

Saving Emails to Records

Emails can be captured from either a selected record view or from the module list view using a unique capture code.

  1. Locate the desired record in TRUE
  2. Navigate to the area with the ✉️ icon, typically located next to files
  3. Select the ✉️ icon and choose Generate Code
  4. Copy the generated code
  5. In your email client, forward the email and paste the code in the body
  6. Send, CC, or BCC to the designated email capture address
  1. Navigate to the desired module
  2. Locate the record in the list
  3. Select the ☰ icon
  4. Click Email Capture
  5. Copy the generated code
  6. In your email client, forward the email and paste the code in the body
  7. Send, CC, or BCC to the designated email capture address

Note: If configured, the email capture address will display in the prompt when generating a code. Contact TRUE Support if you need an email capture address configured.

Captured emails can be viewed in multiple locations depending on your needs.

View Options:

  • On the Record: Check the Files / Emails / Notes section or Repository tab (for Contracts)
  • Email Capture Module: Use Gear Icon > Email Capture to search for all captured emails across all records

Managing Email Captures

Instead of waiting for the scheduled capture interval, you can manually trigger the email retrieval process.

  1. Navigate to Gear Icon > Email Capture
  2. Click the ⚙️ icon in the module
  3. Select Get Emails

Tip: Use this option when you need emails captured immediately and cannot wait for the next scheduled interval configured in Company Preferences.

You can restrict access to individual captured emails to limit who can view them.

  1. In the Email Capture module, search for the desired email
  2. Click the ☰ icon and select Record Access
  3. Click the green unlock symbol next to users to restrict their access

Captured emails can be forwarded to other recipients directly from TRUE.

  1. In the Email Capture module, search for the desired email
  2. Click the ✉️ icon
  3. Enter recipient information in the Name and Email Address fields
  1. In the Email Capture module, locate the desired email
  2. Click the ☰ icon and select Delete

Warning: Deleting a captured email is permanent and cannot be undone. Ensure you no longer need the email before deleting.

Setup & Configuration

Email Capture requires initial configuration by TRUE Support to establish the capture email address.

Initial Setup:

  1. TRUE Support will automatically create and configure an email capture email for your account
  2. If you do not have an email capture email configured, submit a support ticket via the ? icon

Manual Setup Requirements:

  1. Contact TRUE Support team or your appointed account manager
  2. Provide the following information:
    • Company name
    • Email address (not monitored, e.g., upload@yourcompany.com)
    • Password
    • Email client (e.g., Gmail, GoDaddy, Yahoo)
  3. TRUE team will configure Email Capture and notify the point of contact

Note: Microsoft Outlook may not be compatible. A free Gmail account may be required for Email Capture functionality.

If you need to change the password for the email account used for Email Capture, update it in Company Preferences.

  1. Navigate to Company Preferences (gear icon)
  2. Scroll to the Email Capture section
  3. In the Password field, delete the current password
  4. Enter the new password

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