Connecting Emails to Documents
You can connect more than one document to an email in ERPNext.
This helps keep a full record of all communication about transactions and customers in the system.
There are two ways to do this:
• Grouping emails from contacts, customers, and suppliers.
• Linking emails automatically.
1. Email Aggregation for Customers and Suppliers
Contact, Customer, and Supplier all do email aggregation.
This means that any emails sent or received from a Contact will show up in both that Contact's Timeline and the Timeline of any Customer or Supplier that is linked to that Contact.
It makes it easier for users to keep track of communications without having to attach emails to records by hand.
To turn on Email Aggregation, do these things:
• Add links for the customer or supplier in a contact.
This means you need to go to the Contact record and use the "Links" section to link it to a Customer or Supplier that already exists.
This link makes sure that the system knows that the Contact is with that person.
• Add a Customer or Supplier to Contacts.
When you send or receive an email to or from that Contact, ERPNext will automatically show it in the Timeline of the Customer or Supplier that is linked to that Contact.
This makes it possible for communication to be accessed from different modules in one place.
With Filters
In the Timeline view, you can use filters to find certain emails based on their subject, sender, or document reference.
This makes it easier to find important conversations without having to scroll through history that doesn't matter.
2. Linking an email to a document automatically
Automatic Email Linking connects an email to the document that the system made a unique email address for.
Each document, like a sales invoice or a quote, gets its own email address. This makes it easier to link them automatically.
• Turn on automatic email linking in your email account.
In your email account's advanced settings, turn on the "Automatic Email Linking" option.
Please note that only one Email Account in the system can have this turned on at a time.
• Add a customer or supplier to your contacts.
When you open any Document (like a Quotation or Invoice) after turning on the setting, ERPNext will show a unique Email ID like qtn-0005@yourdomain.com.
This one-of-a-kind ID is for a specific document and is used to send replies.
• After you turn on this feature, you will see a unique Email ID created from the Email ID in the Email Account.
The system uses this Email ID to find the exact document that a reply is linked to.
This keeps the context in email conversations.
• You can now copy the Email ID by clicking on it. You can use the unique Email ID to send and receive Emails.
The system will connect that Email to the specified Document if it has this unique Email ID in either the Recipients or Cc section.
You don't have to attach emails by hand anymore; linking happens automatically as long as the ID is there.
Important: Email linking with BCC doesn't work.
For ERPNext to find the communication and attach it to the Document, you need to add the unique email address as a recipient in the To or CC fields.