MailboxPro is an official add-on for Gemini. Put simply, it will create Items and Comments from emails. However, there is much more to see. There are some highlights below, and an overview to give a general idea of how it works and why you should use MailboxPro.

Highlights

• Creates both Items and Comments from Email
• Checks multiple email accounts
• Provides full audit recording
• Notifies external users
• Allows user plugins for custom matching

Overview

This diagram illustrates how MailboxPro works.

Bob, a Gemini user, sends an email to MailboxPro as either a reply to a notification, or to make a new issue. Bob can send it from any email account, (work, home, etc.) and MailboxPro will use the Aliasing feature to link all those email addresses to his single Gemini account. Once the email has been received, MailboxPro will process it.

Any email with an issue reference number in the subject line will be added as a comment to that issue; otherwise, it will be treated as a new issue. Emails sent to Account 1 will automatically be placed in ‘Project A’ because the account has been specifically ‘locked’ to that project. Emails sent to Accounts 2 and 3 will be matched to a Gemini project based on the subject and email content. Other fields, such as component, type, etc. will be determined by the email content, or project defaults which are already set up in MailboxPro.

You can truncate or replace parts of text, such as removing previous email threads, legal disclaimers or signatures to help keep your Gemini issues concise. For more details on the other facilities available, please read on.

Multiple Accounts

MailboxPro will check any number of email accounts, at specified intervals. You can link each account to a project, or let MailboxPro identify the project based on the project codes, names, and smart match reading of the email contents. MailboxPro will automatically handle intermittent network errors, and notify you immediately if an account permanently fails.

Email Management

Once the email has been downloaded into MailboxPro, you can manage, process, and view it, all from the Email Management screen. The intuitive user interface operates in the same way as a webmail client.

 

You can view up to date information on the processes with the queue monitor.

Reporter Identification

To ensure the right reporter is identified, MailboxPro offers the following mechanisms:

1. Gemini Email Address: Checks the email address with the list of Gemini users
2. Aliasing: Checks the email address against the Aliases created (Alias links an email address to a Gemini account)
3. Auto Create: Automatically creates a new user
4. Default: Automatically uses a default reporter

If a reporter cannot be found, the email will be placed in the pending folder for manual review.

Project Identification

To add the new issue to the right project, the following project identification features are used:

1. Project Detail: Checks to see if the project name or code is in the subject line
2. Email Content: Looks through the email to find keywords to identify the project
3. Default Project: New issues are created in the specified default project

If the project cannot be found, the email will be placed in the pending folder for manual review.

Item Values

For items like the Component, Visibility, Type, etc., each setting can be specified on a ‘per project’ basis. MailboxPro will attempt to identify the correct item from the email contents; looking for keywords in the subject and body and work out the most likely value.

 

‘Visibility’ can be set by the location of the MailboxPro email address in the original email’s CC or BCC field. Priority is taken from the original email’s priority. MailboxPro will try and intuitively complete as many fields as possible for you.

Notifications

MailboxPro will also send out a notification to confirm the issue / comment has been created. It can be set to email:

1. Only external users (i.e. those not in Gemini),
2. Everyone listed on the original email (observes “email my changes” setting)

Filtering

MailboxPro has two filtering functions.

1. Email Filtering: MailboxPro can be set to ignore ‘Out Of Office’ emails and to block email addresses/domains from sending emails.
2. Content Filtering: MailboxPro can filter out content from the email. For example, you could remove email signatures, or legal disclaimers. You can attach the entire email to the issue if you still want to keep it intact.

Try it for Free

The best way to get to know MailboxPro is to try it out: see what it can do for your organisation. See the download section for more information.