Let's say you receive an email with information that someone on your team needs to act on. You could open BrokerEngine, copy and paste parts of the message, and manually create a task.
There's a better, faster way to convert an email into a BrokerEngine task. You simply forward the original message to a special BrokerEngine email address. Thanks to a backend automation, that task automatically appears on your Tasks page. This email-to-task feature helps you and your team track, assign, and follow up more easily. It also saves time, prevents important requests from being missed, and keeps your team organized and focused.
This article shows you how to set up and use the email-to-task feature.
Contents
Prerequisites
Before you can start forwarding email to BrokerEngine and have the messages converted into tasks, you need to complete two prerequisites.
First, find your BrokerEngine unique email-to-task email address.
Next, confirm you have a verified email address. If not verified, you need to complete a couple of steps.
OK, there's actually a third step, which is optional but recommended. Read this article and learn about the information that BrokerEngine imports when you set up an email-to-task conversion.
Prerequisite 1: Find the unique email-to-task address
To create a task, you need to forward email to a special BrokerEngine address. For security reasons, BrokerEngine creates a unique email address for each broker group.
To locate your special BrokerEngine email address, go to the left-hand menu and click the Tasks icon. Then click the Email to Task button at the top of the page.
If you don't see the Email to Task button, contact Support and ask us to enable the feature.
A pop-up displays. It provides information about the email-to-task feature and displays your unique BrokerEngine address. Click the icon to copy the email-to-task address and save it in a convenient location.
For people with a penchant for technical details, the email-to-task address has this structure:
task_<string>@email.brokerengine.com.au
After copying and saving the address, click OK to close the pop-up window. Later, once the setup is complete, you'll forward an email to this address to create a task.
Prerequisite 2: Confirm BrokerEngine recognises your sender's email address
You can only send emails to the special BrokerEngine address from a verified email address. This helps protect against misuse and ensures you receive updates about your tasks.
Here's how to confirm BrokerEngine recognises your email address.
Go to the bottom left corner, click the profile icon, and select Settings. On the Personal Details page, scroll down to the Email field. Make sure your business email address is here.
Next, expand the Email and Report Preferences folder and go to the Email aliases for verified domains line.
Review the list of domains and addresses listed under the heading, if any.
If your business email address is here, then your email account has been verified. You can send email-to-task messages to BrokerEngine from this verified account. (see below for details)
If your business email address is not visible here, click the ＋Add alias button and enter it manually.
If you successfully add two or more email addresses to the list, you can click a button to change the default address. Optionally, click a trash icon to remove an address from the list. After you make changes, be sure to click the Save button at the bottom of the page.
If you see an Unverified domain tag, it's not possible to send email-to-task messages to BrokerEngine at this time.
To fix this problem, you must configure some backend settings on the server that hosts your business email account. After that work is complete, contact BrokerEngine support with a request to verify your email domain.
Sending an email-to-task message to BrokerEngine
BrokerEngine supports email attachments up to 10 MB. If your email is larger, it will bounce. If you use Google Drive links instead of attachments, the links will appear in the task description.
Let's say you have a verified business email address. Now, you can use BrokerEngine's email-to-task feature.
Locate an email message that was sent to your verified email address. Or, select a message that you sent from your verified email address.
Click the Forward Email option.
Paste your special BrokerEngine email-to-task address (see above) into the To field.
Click Send.
Viewing tasks converted from email
Click the Tasks icon on the left side menu. Then click Filter to display the filter panel.
Scroll down the filter panel to Task Type, click the arrow to expand the folder, and check the box for Imported Task.
Tip Enter import in the search field to quickly locate the Imported Task option.
BrokerEngine displays tasks that it converted from emails.
Editing a task converted from an email
To edit a task that BrokerEngine imported from an email, click the task. BrokerEngine opens the task in a side panel.
To attach the task to a specific loan or contact, click Select next to Record and select an option.
To assign the task to user, click Select next to Assignee and select a user.
To change the task priority, click High next to Priority and select a level.
To set a Due Date, click the default date and pick a date on the calendar.
The system sets these defaults:
The task due date is today.
The task is assigned to the broker who sent the email.
The task priority is High.
Troubleshooting
I received an email saying my task email didn't go through. What should I do?
Confirm your domain is verified with BrokerEngine, and your business email address is listed on your profile page.