Exchange Emails with Collaborators

The built-in email feature allows you to communicate directly with stakeholders, including external parties, ensuring they can contribute to the project even if they are not part of the project directory. Whether you need feedback, approvals, or simply want to share updates, this feature streamlines external communication and keeps all parties aligned.

• Send project-related emails to external members, with the option to attach relevant files or documents.

• Capture and track replies within Linarc to maintain a complete communication history.

• Include guest users and CC other stakeholders to ensure transparency and keep everyone informed.

• No external email applications needed - ensuring nothing falls through the cracks

Prerequisite: The external users to whom you want to send the email must have been added as guest users to the project from the project setup module. See Add Guest Users to a Project to learn more.

Use the links below to jump to the section you need help with:

• Send an Email
• View Replies to an Email

Send an Email

• Ensure that you are in the 'Email' screen of the project admin console. If not already done:
  • Open the project management console
  • Click the app launcher icon in the top-right and select 'Project'
  • Click 'Communication' at the top and select 'Email' on the left

The left pane shows the list of previously sent/received emails with their status, if any. 

• Click 'Compose' in the left pane to start drafting your email

From - Prepopulated with your email address. 

To - Select the guest user to whom you want to send the email.

Reminder: 
Before sending the email, ensure that the recipients have already been added as guest users to the project. If they haven't, you can easily add them by navigating to the 'Project' > 'My Team' > 'Guests' screen. See Add Guest Users to a Project to learn more.

• Click inside the 'To' field

• Select the recipient(s) by clicking their serial number, then click 'OK'
• Tip: Use the 'Ctrl' or 'Shift' key on your keyboard to select more than one user at a time.

CC - Enter the email address of the individuals to whom the copies of this mail are sent

Subject - Prepopulated with the project name. You can edit this field if required. 

Message: 

• Enter your message in the text box.
• Use the tools on the top to format your text and add emojis, insert hyperlinks, tables, etc.

Attachments:

You can add any supporting attachments for your message.

• Click on the top right

• From your device - Select 'Upload,' click 'Browse' and navigate to the file. Alternatively, drag and drop the files into the 'Attachments' dialog. 
• From Linarc's cloud-based project file repository - Select the drive, navigate to the folder, select the file, and click 'OK'
• You can also add more attachments if needed in the similar way.

Note: 
You can attach files of size not more than 20MB. If the attachments exceeds this size, save the file on cloud storage and add the link to the email message.

• Click 'Send' on the top right to forward the email.

Once sent, the delivery status is shown against each recipient on the left pane. If the email delivery fails for a recipient, hover your cursor over the status icon to see the error message. 

View Replies to an Email

When recipients reply to your emails, Linarc automatically fetches their responses and displays them in the same RFI screen under the 'Email' tab, as a thread to the original email. This removes the need for external email applications and ensures all communication stays in one place. You’ll also receive a notification as soon as a reply arrives, helping you track responses promptly.

To  view the replies

• Open the email screen as mentioned above

The left pane shows the list of previously sent emails and the replies sent for that email with the tag 'Reply'. By default, the latest reply or draft email will open.

• Click the email with the 'Reply' tag to open