Forward an Email to a Record

A supplier sends a quote. You forward it to ORCA with the job number in the subject. The quote lands in the job's files, and a note on the job holds the email. That's the whole trick.

It isn't only for jobs. Any record with a number or a name works: a quote reference, a project, or a deal you only ever call by its codename.

How to do it

1. Forward (or send) the email to jobs@mg.orca-crm.com.
2. Put the record's number in the subject, for example FW: Quote for J-1042. A record with no number can go by its name, for example Falcon: signed NDA.
3. Send it. There is no confirmation if it worked: look on the record.

The subject is matched to a record's key field (what you see in the list). Capitals don't matter. ORCA looks first for a word with a digit in it. Only if no number matches does it try names, and then a name has to be the whole key field ("Falcon" or "Project Falcon", never part of one). It looks across all the accounts you belong to and skips archived records.

Where the attachments go

ORCA reads the subject for a word that says what the file is, and puts the attachments in the matching file field on the job:

If the subject doesn't say, or the job has no field like that, the files go into the first of these that exists: Other Files, Correspondence, Emailed Files, Documents. Pictures in people's signatures are left out.

A note is added to the job with the subject, who forwarded it, links to the files and the text of the email. Files are kept privately.

Which address to use

Forward to jobs@mg.orca-crm.com. This works from any email system.

jobs@orca-crm.com is the tidier address, but it only works if your company's email signs its messages with DKIM (see below). If you are not sure, use the mg one.

Why an email might be ignored

ORCA only files an email when it can tell it really came from you. Without that check, anyone could put a file on one of your jobs just by typing your address. So an email is ignored unless:

• it comes from an email address on a user in your ORCA account (the one on your user profile), and
• it passes a sender check: your email provider's servers are allowed to send for your domain (SPF), or your domain signs its emails (DKIM).

If the sender isn't recognised, or the check fails, ORCA ignores the email and sends no reply. A reply would go to an address that might not be yours.

If nothing happens when you forward

1. Check the email you forward from is the one on your ORCA user profile.
2. Ask whoever runs your company's email to switch on DKIM for your domain. In Microsoft 365 that's two DNS records and a switch in the Defender portal. In Google Workspace it's Admin > Apps > Gmail > Authenticate email. It takes about ten minutes, and it helps all your company's email stay out of spam folders.
3. Until then, use jobs@mg.orca-crm.com.

A bounce saying the address wasn't found

That means the email never reached ORCA. Check the spelling of the address.

The "Not filed" reply

When ORCA recognises you but can't file the email, it replies to you with a subject starting Not filed:. The reply says why:

• Nothing matches. Nothing in the subject matches the number or name of a record. Forward it again with one in the subject, for example "J-1042 quote" or "Falcon: signed NDA".
• More than one record matches. Forward it again with just the one number or name.
• The job is closed or you can't change it. A frozen job takes no new files, and neither does one you don't have edit rights on. Nothing is filed.

If the email was filed but some attachments weren't, the reply starts Partly filed:. The attachments it names were a type ORCA doesn't keep, were too large (the limit is 100 MB), or the job has no file field to keep them in. The email itself is on the job.

Related

• Messages on a Record : texts, WhatsApps and BCC'd emails filed the same way
• Communications : BCC ORCA on any email to log it