Info mail list

You find the list under Company → Import / Export → Info mail list. For each project and period it shows all leads for which an info-email request is documented (as decision maker in the call, as gatekeeper who only gives information by email, or as a reply by email).

When is an info email considered sent?Copy link to heading

A request is not permission to send. It only counts as sent with a proof of sending for exactly this request:

• an outgoing email from a connected mailbox to the contact person, sent after the request and not a draft, or an individually written email from the campaign mailbox (reply via Instantly). Anyone who sends the info email and records the request only afterwards is covered: an email up to one hour before the documented request still counts,
• an assigned email: if the info email went out earlier, you assign it to the request (see below), or
• a documented message that the client sent it themselves.

These do not count as proof: merely ticking the task "Send info email", sequence emails from Instantly and incoming emails. For the mailbox see Mailbox.

Info email by the clientCopy link to heading

If the client sends the info email (adjustable under the Reports), the lead explicitly waits for the client's reply. It then does not appear in calling and the Power Dialer as long as the next step is not released. An agreed callback remains, and the conflict is shown. No "Send email" task is created. Three steps are recorded separately:

1. Handed over to client (individually or as a daily handover).
2. Client has sent, with proof.
3. Next step released, with next step and responsible person. Only this step moves the lead back into calling and creates a follow-up task.

The view Info mail: client's reply outstanding in the work list shows the waiting leads. The daily handover per project has a preview and Copy for WhatsApp. Nothing is sent automatically, and copying does not count as handover. Via the AI interface there are infomail_record_event and infomail_mark_handed_over.

Restore the waiting state for leads taken overCopy link to heading

If a contact in the old system had an info-email request and arrived at the switch only as a follow-up, it does not wait in Leadmode. The project lead (or an admin) can correct this for each lead, via the AI interface with infomail_restore_wait: you name the date of the request, the original proof (for example source ID and date from your saved state) and a reason. First there is a preview with obstacles. Afterwards the request is in the list with its old date and the lead waits, without creating an email, a handover, a call or a figure. Handing over, sent, released and cancelled then work as for any request.

The lead remains unchanged if there are obstacles: after the date of the request, work has already been done in Leadmode (call, outcome, appointment, note), a callback is expressly agreed, info-email steps already exist, or the lead is blocked or closed or already waiting. Proof and reason appear in the history of the lead.

Set up the listCopy link to heading

Requests from leads with a contact block are missing from the client list; a note states their number.

ColumnsCopy link to heading

The list shows, among other things, lead, company, contact person, role, email, phone, "Requested on", request time, information, "Requested via", responsibility, the status of the task, the proof of sending ("Sent" with the type of proof or "No proof") and "Sent on". Only the internal version additionally shows contact block, permission to send, recipient and proof.

Info email reportCopy link to heading

The "Info email list" report (see Reports) shows for each request the date, lead, contact person, phone, email, reason and conversation note. Address and number come first from the contact person of the request, then from the company, never from another person. If the request has no contact person, the primary contact person only counts when unambiguous. The conversation note is the note of the request or the contact note the same person wrote shortly before or after documenting the request (up to 30 minutes); transcripts and excerpts from them never appear. The client version withholds reason and note that contain internal details.

Record eventsCopy link to heading

In the internal version, each row has actions (for responsibility of the client, additionally handover and release, see above):

• Client has sent: you record the sending by the client with a proof, for example a message from the client with a date. The entry must have at least three characters.
• Assign existing email: if a request shows "No proof" although the info email was already sent (for example because it went out before the request was documented, or from the campaign mailbox), you select the email from the list of outgoing individual emails of the lead. Nothing is sent again. The original time of the email is kept, the request shows "Sent (existing email assigned)", and the open task "Send info email" is done. Drafts, sequence emails, incoming emails and emails to other addresses cannot be assigned; one email settles at most one request, and a new request after an old info email remains open. Repeating the same assignment changes nothing.
• Cancel: you cancel the request with a reason.

Sending by us: from where?Copy link to heading

For responsibility of the operator, the internal version shows the column "Sent from". If the lead has already received emails from a campaign mailbox, this remains the originating mailbox (reply via Instantly); another project mailbox never silently takes its place. Without a campaign mailbox, the project sender from the project settings applies. If the reply goes out from the campaign mailbox, the open task "Send info email" is done.

ExportCopy link to heading

With Excel or CSV you download the current selection. There are at most 5,000 rows.

See alsoCopy link to heading

• Import and Export
• Instantly