VendorLink offers the possibility to save emails with the associated attachments to the suppliers/contracts/teams.
For example, when you receive an e-mail from a supplier, you may want to save this e-mail (including any attachments) with the supplier in the Vendors module or with a contract in the Contracts module. This way you keep the supplier file complete.
How does it work?
You will receive an email from supplier VendorLink. Forward the e-mail to VendorLink (eg: message@vendorlink.nl, see 'Inrichting' section for the correct e-mail address). Make sure there is an email address of the supplier in the body of the email (e.g. support@vendorlink.nl)
The VendorLink server will recognize you as the sender, scan the text of the e-mail for an e-mail address of the supplier and then save the e-mail and the document in Vendor Details > Documents > E-mails. This is only possible if the section under the "Domain Name (Vendors)" heading is set. If not, you will receive a pop-up on the VendorLink Start Center where you can manually assign the email to a supplier/contract/team.
Set-up
In Admin > General settings > E-mail settings there are two settings that are important for this functionality:
Under 'VendorLink Message and Report Settings':
Domain name
This is your organization's domain name. This is managed by VendorLink for security reasons. If this field is empty, please contact VendorLink. This domain name is used to recognize incoming e-mail from the sender.
If your email address is : firstname.lastname@yourdomainname.com, then this field should contain yourdomainname.com.
Under 'VendorLink Message and Report Settings':
VendorLink Mail Address
This is the email address to which you can forward supplier emails. VendorLink recognizes the e-mails and tries to place them with the correct supplier. This only works if you have set up domains per supplier. If that does not work, you will receive a pop-up on your VendorLink Start Center in which you can still manually link the e-mails to a supplier/contract/team.
Finally, there is one setting per supplier in the Vendors module:
Domain name (Vendors)
For every supplier in the Vendors module, there is a 'Domain name' field in the supplier details. If you enter a domain name here, VendorLink will check on receipt of your forwarded e-mails whether the e-mail can be placed directly with a supplier.