Your participants reply from their mailbox, the reply lands in the folder
Your clients already reply to your e-mails
A client receives the summary of their folder, a reminder or an invitation. They do not sign in: they reply to the e-mail, with the attachment, as they would to anyone. Without this feature, that reply goes to your personal inbox, and you have to copy it into the folder yourself.
With it, the reply lands in the folder, in the right place, without you touching anything.
What a participant can do
They reply to a Kolinea e-mail: the summary of their folder, the reminder of a request, their invitation, or the e-mail telling them the team recorded for them an answer given elsewhere, so that they can correct it (see Record for a client).
-
They reply to a folder summary
If the summary is about one thing only, the reply goes to that thing. Otherwise, it becomes a post in the folder. Their attachments go into the document requests waiting on them, filed according to their name.
-
They reply to a reminder
For a document request, each file is filed in the item its name points to, and the item moves to “To review”. For a question, the reply is recorded as the answer to the request.
-
They reply to a post
The reply becomes a comment under that post, or a post in the folder when it carries attachments.
Team members reply in the application.
Where each reply goes
Kolinea files the reply according to the e-mail it answers.
-
A request for several items
Each file goes to the item its name points to.
-
A file whose name does not say which item
It waits “to sort” on the request. Whoever asked for it files it in an item in one click, adds it to the folder or discards it.
-
A simple question
The reply is recorded as the participant’s answer.
-
Anything else
A comment under the post concerned, or a post in the folder when comments are off or the reply carries attachments.
The text of a reply that comes with items becomes a comment under their post.
The text is cleaned of the quoted history and the signature. Each item carries the “By e-mail” mark, and the original e-mail opens from “View the original e-mail” in case a cut went wrong. Only the team and the reply’s author read it: everyone else only sees the mark.
A message only when something is refused
When the reply is added, the participant has nothing more to read: they chose to reply, and the result is in the folder. Kolinea writes to them only to say what could not be added.
-
A refused file
The e-mail says which one, and the rest of the reply is added.
-
A third party
Writing to the reply address is refused.
-
A closed folder
No longer accepts replies.
-
A read-only access
Does not accept them either.
-
An empty message
Once the quoted history and the signature are removed adds nothing.
Each refusal comes with a word of explanation.
A reply that really comes from the right person
Each e-mail carries a reply address of its own, specific to its recipient and to what it is about. It only works for them.
-
A sender whose mail provider does not authenticate them
Confirms their reply with a link sent to their own address. Until they do, nothing is added to the folder. That link stays valid for 7 days.
-
No answer is sent
To a sender who is neither authenticated nor confirmed.
-
The address follows the access
A participant removed from the folder, or whose link is taken back, can no longer reply by e-mail; invited or admitted again, they can once more.
-
Twenty messages an hour at most
On a single reply address: past that, messages are refused, which stops a loop or a burst.
-
The raw message is kept for 30 days only.
What was added to the folder then follows the life of the folder.
Frequently asked questions
-
Does my client need an account?
No. They reply from their mailbox, to the address on the e-mail they received.
-
What happens to an attachment whose name does not say which item it is for?
It waits “to sort” on the request, and you file it in one click, or add it to the folder.
-
Can a team member reply by e-mail?
No, team members reply in the application.
-
Is the original e-mail kept?
The text received stays readable from the “By e-mail” mark, by the team and by the reply’s author. The raw message is erased after 30 days.
Read also
- E-mail notifications, for what participants receive
- Forward an e-mail, to add to a folder an e-mail you received
- Record for a client, for an answer given elsewhere and recorded by the team
The other features
Your next folder, with nothing lost along the way
Not the right time?
Get the link by e-mail and pick up later, from your computer.
One e-mail only, and your address is not kept.