Click on images to expand in a new tab
Overview
The Import Emails feature in AdviserLogic allows you to capture, manage, and assign client-related emails directly into the platform.
Additionally, this feature can be utilised for task and follow-up management, ensuring that client communications are actionable and efficiently tracked.
By forwarding messages to your unique AdviserMail address, emails and attachments can be automatically or manually linked to client records as file notes. This ensures key correspondence is securely stored and easily accessible within each client’s profile.
This unique address can also be used to create tasks and actions, further streamlining client management.
Whether you're forwarding emails from Outlook, Gmail, or CC'ing AdviserMail on outbound messages, this feature streamlines communication tracking and strengthens compliance with minimal manual effort.
Access
To begin, navigate to the Import Emails section by selecting the Import Emails button from the left-hand menu in AdviserLogic.
At the top-left corner of the screen, you’ll see your unique AdviserMail email address. This is the address used to forward emails into the system.
Each user in an AdviserLogic practice has their own unique AdviserMail email address, ensuring personalised email management.
📤 Sending Emails to AdviserLogic
To import an email into AdviserLogic, simply:
Forward the email to your AdviserMail address,
ORCC or BCC your AdviserMail address when sending an email from an external client (e.g., Outlook or Gmail).
📌Note
You can also use Smart Email Shortcuts to quickly import multiple emails as tasks or directly into the Document Vault, streamlining your workflow even further.
The forwarded email can be found in the email imports section.
There may be a brief delay between sending an email and it appearing in AdviserLogic. If your imported emails don’t display immediately, select the Refresh button in the top-right corner of the window to update the list.
✍️ Manually Assigning an Email to a Client
Once received, AdviserLogic will attempt to match the email to an existing client based on the sender’s or recipient’s email address.
If a match is found, the client’s name will automatically populate the Client Related To field in the first column.
If the match is incorrect—or if no match is found—you can manually allocate the email by clicking into the Client Related To field and selecting the appropriate client from the list.
Tick the Confirm checkbox for the entry. Select Confirm and Create All to finalise the assignment. After clicking "Confirm and Create All," the processed emails may still appear in the Import Emails list. This is because the system displays the batch of emails that were processed, even after refreshing the page.
The next set of emails displayed will be newly imported ones, not the previously processed batch. This behavior is expected and does not indicate an issue with the system.
A confirmation prompt will show, and the imported email will no longer show in the list.
However, it is important to note that selecting "Confirm and Create All" will not create duplicate file notes. Instead, it finalises the assignment and removes the processed items from the Import Emails list.
🔀 Automatic File Note Creation
Once a client has been assigned to an imported email and the entry has been confirmed, AdviserLogic will automatically create a File Note in the corresponding client’s record. Additionally, the Import Email queue includes a review step to ensure compliance and correct any mismatches before finalizing email assignments. This process helps maintain accuracy and compliance in email management.
📎 Handling Attachments
All email attachments, including the original email file (.eml format), will automatically be saved with the File Note.
📌Note
If you wish to attach an email to an existing File Note, save the email from Outlook and upload it manually within the client’s file note section.
⏳ Performance Tip
The Import Emails function is database-intensive. During peak system activity, you may receive a prompt to try again later.
🕒 For best results, avoid using this feature before 8:00 AM or after 7:00 PM (Sydney time), as system load testing typically occurs during those hours.
Common Misconceptions and Clarifications
Misconception: Processed emails remain in the queue due to a system error.
Clarification: This is expected behaviour. The system retains the processed batch for review before displaying newly imported emails.
Misconception: There is a setting to prevent emails from appearing in the Import Email queue after automatic allocation.
Clarification: No such setting exists. The queue is designed to include a review step for compliance purposes.
Can all users in an AdviserLogic practice send emails into the system?
Yes, every user in an AdviserLogic practice has their own unique import email address. This means all users can send emails into AdviserLogic using the same process.