Email Read Issue Documentation

Introduction

Email Read Issue is used to manage email linking failures throughout the system for handling emails that could not be automatically linked to clients, cases, or projects. When emails are sent to the configured incoming email with incorrect IDs in the subject line, they appear in this module for manual linking or deletion. The system automatically attempts to link emails based on client, case, or project IDs mentioned in the subject line, but when this fails due to incorrect or missing IDs, users can manually establish the proper connections. These unlinked emails are automatically deleted after 30 days, helping maintain system cleanliness systematically across the platform.

Accessing Email Read Issue

1. Navigate to the Settings section by clicking the settings icon in the header bar on the left side
2. Under the Common Master section, click on Email Read Issues

Email Read Issue page navigation through settings menu showing email management interface

Managing Existing Email Read Issues

The Email Read Issue page displays all unlinked emails in a table with comprehensive search and pagination functionality:

Email Information Grid

The main table displays detailed email information:

• To: Recipient email address
• Cc: Carbon copy recipients (comma-separated list)
• Subject: Email subject line with case/project reference numbers
• From Email: Sender email address
• Date: Email received date (sorted in ascending order by default)
• Attachments: Paperclip icon indicating attached files (clickable to view)
• Action: Dropdown menu with linking and deletion options

Email Read Issue grid showing unlinked emails with recipient details, subjects, and action options

Available Actions

For each email record, users can:

• Link With Case: Connect the email to a specific case
• Link With Project: Connect the email to a specific project
• Link With Client: Connect the email directly to a client
• Delete: Remove the email from the system permanently

Attachment Viewing

• Click the paperclip icon in the Attachments column to view email attachments
• Attachment viewer opens in a popup showing all attached files
• Users can download or preview attachments before linking emails

Email Linking Process

Linking with Case

1. Click Link With Case from the action dropdown
2. Select the matter from the dropdown in the popup dialog
3. Select the specific case within that matter
4. Confirm the linking to associate the email with the selected case

Linking with Project

1. Click Link With Project from the action dropdown
2. Select the matter from the dropdown in the popup dialog
3. Select the specific project within that matter
4. Confirm the linking to associate the email with the selected project

Linking with Client

1. Click Link With Client from the action dropdown
2. Select the client directly from the dropdown in the popup dialog
3. Confirm the linking to associate the email with the selected client

Email Deletion

1. Click Delete from the action dropdown
2. Confirm the deletion to permanently remove the email from the system
3. Deleted emails cannot be recovered

Automatic Email Linking System

ID-Based Linking

The system automatically attempts to link emails when:

• Client ID is mentioned in the email subject line
• Case ID is included in the subject
• Project ID is present in the subject
• Emails are sent to the configured incoming email address

Common Linking Failures

Emails appear in this module when:

• Incorrect client, case, or project IDs are used in subject lines
• IDs are formatted incorrectly or contain typos
• Referenced entities have been deactivated or deleted
• Email subject lacks proper identification markers

Automatic Cleanup

• Unlinked emails are automatically deleted after 30 days
  
  

Reference:

• Email linking connects to Client Master, Matter Master,  Case Master, and Project Master
• Automatic deletion service is configured in Email Reminder Master
• Email Reading service is configured in Email Configuration