We've made it easy to keep control of your email inbox as you step into an important, centralized position of a network that generates lots of automated emails. With these simple rules in place, you won't miss a beat!
Church Ambassadors, Regional Managers, Area Directors
Each automated email that is sent by the CarePortal platform has a hidden code in its body that categorizes it into one of four general buckets. This allows you to have every email filtered automatically into their appropriate folder so that your email inbox free and clear for your day-to-day conversations and schedules.
Step 1: Create Folders
In the email account where your CarePortal system emails are sent, you'll need to create four simple folders. Usually this is done by right-clicking in your inbox and selecting "New Folder". In Gmail, these folders are called "Labels" but you can easily search Google "Create new folder in [your email platform]" and you'll find very simple instructions.
Create the following New Folders/Labels:
- New Requests
- Church Responses
- Closed Requests
- New Enrollments
Step 2: Create "The Rules"
Depending on your email platform, inbox rules can be set in different ways. Similarly as with creating new folders, you can search Google for "Inbox Rules for [your email platform]. In Microsoft Outlook you can right-click on any email, go down to "Rules" and find "Create Rule". If "Rules" isn't an option, look for "Advanced Options."
Based on your email platform's instructions, these are the four rules you will need to create:
- When NewReq@CP is found in the BODY of the email, MOVE to the New Requests folder
- When ReqRes@CP is found in the BODY of the email, MOVE to the Church Responses folder
- When ClosedReq@CP is found in the BODY of the email, MOVE to the Closed Requests folder
- When NewEnroll@CP is found in the BODY of the email, MOVE to the New Enrollments folder
If you have avoided using your true work email address as the email listed for your Regional Manager or Ambassador role due to the overwhelming volume of emails, these four folders and four rules should give you the "all clear" to automatically forward your CarePortal email address to your work email.
Great article. Thanks!
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