By reading this article, you will find out how best to create an email in Intuit Practice Management powered by Karbon, depending on what the email relates to. You will also learn how to format your email, add attachments, add BCC and CCC recipients, where your email drafts go and how to undo sending an email, in case you want to take your email back.


Index



3 ways to create an email

From the global add menu: click on the "+" on the top right and then add a new email

From a contact: in the contact's timeline, click on the "Send an email" button

From a work item: in the work item's timeline, click on "Send an email" button

Smart suggestions for sending emails

When sending emails from a contact or work item's timeline, Intuit Practice Management provides you with smart suggestions to help you find the correct recipient, so you don't have to spend time looking for the right email.

Simply navigate to the timeline of the person, organisation or client group you wish to send an email to, click 'Send an Email' and click on the to field. A list of 5 suggestions will automatically pop up and you can now choose the correct sender. This list will also pop up when creating drafts or replying to any emails on the timeline.

There are a few rules as to which suggestions are being shown and in what order they are displayed, depending on whether you are sending an email from a contact timeline or a work item's timeline, and whether it's a person, organisation or a client group:

Suggestions on a work timeline

When work is related to a person:

  1. The primary email address of the client assigned to the work item. If there is no primary email address, the first suggestion will be the 2. suggestion stated below.

  2. The emails to which you have sent a client task within the work item to.

  3. Email addresses sent to additional contacts on the timeline e.g. if you send, receive or add an email to a timeline and it is saved as a contact in Intuit Practice Management, it will be included in the suggested list.

  4. Any secondary emails associated with the contact the work is related to, such as a secondary email on the details tab of that specific contact.

When work is related to an organisation:

  1. The primary email address of the client assigned to the work item. If there is no primary email address, the first suggestion will be the 2. suggestion stated below.

  2. The emails to which you have sent a client task within the work item to.

  3. Email addresses sent to additional contacts on the timeline e.g. if you send, receive or add an email to a timeline and it is saved as a contact in Intuit Practice Management, it will be included in the suggested list.

  4. The Primary email address of any related contacts of the organisation, such as another person contact that's linked to the organisation.

  5. Any secondary emails associated with the contact the work is related to, such as a secondary email on the details tab of that specific contact.

When work is related to a client group:

  1. The emails to which you have sent a client task within the work item to.

  2. Email addresses sent to additional contacts on the timeline e.g. if you send, receive or add an email to a timeline and it is saved as a contact in Intuit Practice Management, it will be included in the suggested list.

  3. Primary email addresses of the members of the Client group, found in the members tab on the client group.

Suggestions on a contact timeline

Contact timeline for a person:

  1. The primary email address for the client. If there is no primary email address, the first suggestion will be the 2. suggestion stated below.

  2. Email addresses sent to additional contacts on the timeline e.g. if you send, receive or add an email to a timeline and it is saved as a contact in Intuit Practice Management, it will be included in the suggested list.

  3. Any secondary emails associated with the contact, such as a secondary email on a contact card of that specific contact.

Contact timeline for an organisation:

  1. The primary email address for the client. If there is no primary email address, the first suggestion will be the 2. suggestion stated below.

  2. Email addresses sent to additional contacts on the timeline e.g. if you send, receive or add an email to a timeline and it is saved as a contact in Intuit Practice Management, it will be included in the suggested list.

  3. The Primary email address of any related contacts of the organisation, such as another person contact that's linked to the organisation.

  4. Any secondary emails associated with the contact, such as a secondary email on the details tab of that specific contact.

Contact timeline for a Client Group:

  1. Email addresses sent to additional contacts on the timeline e.g. if you send, receive or add an email to a timeline and it is saved as a contact in Intuit Practice Management, it will be included in the suggested list.

  2. Primary email addresses of the members of the Client group, found in the members tab on the client group.


Formatting an email

When you begin typing an email, you will see a formatting menu appear at the bottom.
From left to right, this gives you the option to:

  • Add an attachment

  • Bold text

  • Italic text

  • Underline text

  • Create a bulleted list

  • Create a numbered list

  • Insert an emoji

  • Use indentation

  • Change the font

  • Change the text size

  • Change the text color

  • Remove any text formatting

  • Add a link

  • Add an image

Copy and paste text to email

When pasting text from a Microsoft Office software into an email in Intuit Practice Management, it is best to remove any previous formatting to ensure the email you send matches what your client sees. Select the text, copy and then paste using the below methods.


For Mac: ⌘ (command) + shift + v

For PC: control + shift + v


Use the formatting tools in Intuit Practice Management to reformat your text before you send it out.


2 ways to add an attachment to an email

You can add attachments up to 25MB in size to an email. You can do this in two ways.

1. When you begin typing an email, a formatting menu will appear at the bottom. The paperclip icon will allow you to attach a file to the email.

2. You can drag a file from your desktop, and drop it in the body of your email.

Adding cc and bcc to an email

You can add cc and bcc email recipients in Intuit Practice Management just like any other email platform. When composing, replying or forwarding an email, click on Show cc/bcc to add recipients in the cc or bcc fields.


Once you display these fields, you'll be able to copy or blind copy contacts to your email. We recommend not to bcc team members into emails; this clutters their Triage without a clear action for them. Use the comment field to @mention any team members instead if they need to take action on something.



Saving emails as drafts

Intuit Practice Management keeps track of unsent emails automatically, adding them to the drafts section.

Draft emails are automatically saved when composing a reply on timelines or Triage within an email conversation as well as any emails created from the global add menu. The drafts can be found in the draft section located under Triage in the left menu.

Suggested articles:
How to reply to an email

Email Actions in Triage

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