Capsule

How do I store emails sent to and received from contacts?

Capsule has a dropbox which allows you to keep a history of emails you receive and send to your contacts. The dropbox address is automatically set up in your Capsule account and you can find it by clicking Settings > Dropbox.

It will look something like:

You use the dropbox in one simple step at the time you are dealing with your email:

• when you receive an email from a contact
  forward the email to your drop box address and the email will be attached to the contact who sent it.
• when sending an email to your contacts
  bcc the drop box address and the email will be attached to the recipients.

In the following example, a Capsule user has sent an email to two contacts and copied in the dropbox. The dropbox has attached the emails to the history of each contact in Capsule.

What do I need to check if the dropbox won't accept my email?

Here are a few things to check:

• Capsule authenticates your email address before accepting any email to the dropbox. Your email address is held on your user record and you find it by clicking More > My settings and the Summary tab:
  

  

  All email addresses you use to forward emails to Capsule need to be added to your user record.

• if you are using Outlook, use the Forward as Attachment method.
• Capsule doesn't currently support auto-forwarding from Google. We are beta testing a solution to this and if you would like to try it out, contact us on .

If you still have a problem, please contact us on

I forgot to bcc the dropbox when emailing a contact, what do I do?

No problem, forward the email from your sent folder to the dropbox address.

What happens when the contact doesn't already exist in Capsule?

The dropbox will auto-create a contact and assign you a follow-up task to check the details of the new contact.

Need a follow up task?

Just replace the "dropbox" in the email address with "todo" and the dropbox will automatically create a follow up task for you as well as attaching the email to the contact. Example address:

What is the size limit of an email I send to the dropbox?

The maximum email size is 25Mb.

Email systems typically use a method called base64 encoding to attach files to emails. This has an overhead of about 30%, so the total size of attachments should not exceed around 17Mb.

Which contacts does the email attach to?

The drop box identifies contacts from their email address and looks for a match in Capsule as per the following rules:

1. For emails sent to a contact and bcc'd to the drop box
   Capsule attaches the email to all recipients the email is addressed to (cc's and bcc's are ignored). Capsule will auto-create the recipients if they don't already exist.
2. For emails received from a contact and forwarded to the drop box
   The rule depends on how the email was forwarded:
   • If the email was forwarded as an attachment (the preferred method), Capsule attaches the email to the sender only, auto-creating a new contact if a match is not found for the sender's email address.
   • If the email was forwarded inline (the default method in Outlook and the only method in GMail), Capsule scans the text of the email to determine the sender of the original email. Capsule attaches the email to the sender only, auto-creating a new contact if a match is not found for the sender's email address.
3. For emails sent and then later forwarded to the drop box
   The rule depends on how the email was forwarded:
   • If the email was forwarded as an attachment (the preferred method), Capsule handles the email as per rule 1. above.
   • If the email was forwarded inline (the default method in Outlook and the only method in GMail), Capsule scans the text of the email to determine the recipients of the original email. In this scenario the drop box will only attach the email to the first recipient that the the email is addressed to, auto-creating a new contact if a match is not found for the recipient's email address.

Hints for using different email systems

Outlook

For best results, 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

If Thunderbird offers the choice of email format 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.

Google Mail

If you use Firefox or Chrome, you can configure Google Mail to automatically BCC your dropbox when sending emails by installing the
Gmail Auto BCC script. Note: Because this script is developed by a 3rd party we can't offer support for it.