Shared Inbox allows external records and communications to be sent to your Provet Cloud account by email. Records can be assigned to the appropriate client or patient record. Note that the shared inbox is a receiving email service only, no emails can be sent from the address.
Sending an Email to Your Shared Inbox
Your clinic's shared inbox is located on the main dashboard, at the bottom of the page. You can find its address from there. Your address will be similar, with the number indicating your Provet Cloud account. Anyone who has the address can send emails to it, for example, clinic employees or animal owners.
Using Smart Email Subject Lines
When sending emails to the shared inbox, the sender has the option to use smart email subject lines. On the subject line write C and the client's ID to auto-link it to a client and similarly, use P and the patient's ID to auto-link it with a patient.
- If the email subject line is C32546, the email will be auto-linked to client 32546 in your Provet Cloud account.
- If the email subject line is P257, the email will be auto-linked to patient 257. This will also create a client link because a patient always has an owner (client) in Provet Cloud.
Saving the Incoming Email and its Content
Once an email arrives at the shared inbox, it will appear in the table as pictured below.
To save the email to the client or patient's file, select the green link button which will prompt a note dialogue as pictured below.
Review incoming data and complete any other fields as necessary, and then select the 'Save' button.
You can delete the incoming email using the red trashcan button, or refresh the table using the small button with the circling arrows on the top right.
After saving, the email will still appear in this section but can be seen using the 'Recently saved' filter. You can also still view the contents by using the green eye button, although the main location of the information is now under the client or patient page (Notes & Communication section).
Unique Department Email Address for Shared Inbox
For each department, a unique department-specific shared inbox email address can be defined in Department Settings. By creating a shared inbox address for each department, emails sent to that specific address will be filtered to that department's dashboard. If no address is entered, all emails will go to the shared inbox and all departments. To access this setting, go to Settings > Department > Shared Inbox address.