Capsule

How do I use the Capsule dropbox?

The dropbox allows you to save emails you are sending or receiving to the contact's record in Capsule. Your Capsule account gets a unique dropbox address to use when you open the account.

The dropbox is made up of your url and a unique number and looks something like this:

You add this dropbox address in the following ways:

• send an email and add the dropbox as a blindcopy (Bcc:). In this example the email has been sent to two recipients and the dropbox added in the Bcc:. Capsule stores this email on both recipients contact records:



• when you receive an email forward to Capsule using the dropbox address

Who can send emails to Capsule?

Before allowing the dropbox to store an email on a recipient's record, Capsule checks to ensure the person using the dropbox is a valid user. Capsule looks for a match to the user's email address.

If your email address changes, you need to update your user record with the new email address. Go to More > My Settings > Summary.

Which contacts is the email stored on?

Different email systems have different methods for sending and forwarding emails. Some have more information available for Capsule to interpret and determine who the recipients are. There are some standard rules:

• If you send an email with the dropbox added as a blindcopy (Bcc:), then all recipients in the To: field will have the email attached to their Capsule record.
• If you forward a received email to the dropbox, the email is attached to the sender only.
• If you send an email and later forward it to your dropbox, then the rules depends on the method of forwarding to Capsule:
• if inline (which is the default method for Outlook), Capsule will only attach the email to the first recipient.
• if sent as an attachment (which is the default method for Thunderbird), then Capsule will attach the email to all recipients in the To: field

Where do I find my dropbox address?

To find your Capsule dropbox address, go to More > My Settings.

If you are an Apple Mail or Microsoft Outlook Mail user, you can upload this address to your list of contacts using a vCard. Follow Capsule's onscreen instructions.

Why would I change my dropbox address? How do I do it?

• The number can be changed at any time, especially if you start experiencing spam (which is most unlikely unless someone has inadvertently got your dropbox address)
• If you change your company url on Capsule, then this will also change the url on your dropbox.

When you change the address you need to let all your users know the new address because it starts working as soon as you save (and the old one will fail).

To make the changes, your Capsule dropbox address is found in Settings > Mail Drop Box.

If I send an email and forget the dropbox, how can I get it into Capsule?

Simply forward the saved email to Capsule using the dropbox.

Can I forward multiple emails at once?

If you use an email application (like Thunderbird, Outlook or Apple Mail) that allows 'foward as attachment' then you can select and forward many emails to Capsule at a time. Capsule will apply all emails to the different recipients of each email to the correct contact history.

Can I forward HTML emails to Capsule?

Capsule needs a plain text format to receive the email. If your email system allows either ‘Send the message in both plain text and HTML’ or ‘Convert the message to plain text' select one of these as your default method of sending email.

• For best results in Outlook, choose the "Forward as Attachment" option when forwarding emails to the drop box. Capsule needs the full email address for matching to contact records, and Outlook tends to drop the email address when using the default forward method.
• Thunderbird offers the choice of email format and you can choose either "Send the message in both plain text and HTML" or "Convert the message to plain text". Given that most email programs handle a combination of text and HTML, you might consider setting "Send the message in both plain text and HTML" as your preferred option. See Preferences > Composition > Send Options in Thunderbird.

What do I do if the contact already exists with a different email address?

Capsule looks for the email address to link to the correct record. If a contact has many email addresses add each to their record and Capsule will then be able to link to the correct contact record.

If you send the email to the dropbox and you have not previously added this particular email address:

• Capsule will create a new contact record and set a task for the user who sent the email to check the contact to decide what to do.
• If you have created two records for the same person you can merge the two records

Can I create an email for someone not already on Capsule? What happens in Capsule?

Capsule will create a new contact record and set a task for the user who sent the email to check this contact record to add all additional details.

Can I add a task at the same time as sending an email to Capsule?

Yes, you simply change the dropbox address from to remove the word dropbox and replace with todo

It will look like this -

There will be a task added in Capsule for the user who sent the email to the dropbox.

Is there a size limit to files that are added to an email loaded into Capsule?

Yes, each file must be less than 10Mb.