Risk Emails

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Email integration panel.jpg
Name Risk Emails
Shortcut Risk Emails
Area Policy

See the NOVUS Walkthrough Guide for general information about the system.

To attach emails and attachments to quotes, risks, claims and accounts open the Email Viewer panel, right-click on an email, and click attach email.

To attach the email to a claim, the policy number and year must be populated. This will automatically populate the claim numbers drop-down from which the relevant claim can be selected.

Once attached/uploaded, the email will be accessible from the navigation trees, risk view documents viewer and in the ‘attached emails’ panel shown in the bottom right of NOVUS (when a risk is open).


Email integration panel.jpg


Steps to attach/ upload an email to a quote/risk/claim/account

  1. Select the email to be attached in the Email Viewer panel
  2. Right-click the email and select attach email.
  3. If attaching to an account, do not enter a quote/policy number and year, just enter the account code
  4. If attaching to a quote/policy populate quote/policy number and year
  5. If attaching to a claim, select a claim number, else skip this step
  6. Rename email if required
  7. Click the attach email button


Steps to extract and rename attachments, and save to a quote/risk/claim/account

  1. Select email in the Email Viewer panel
  2. Right-click the email and select attach email
  3. If attaching to an account, do not enter a quote/policy number and year, enter the account code
  4. If attaching to a quote/policy, populate quote/policy number and year
  5. If attaching to a claim, select a claim number, else skip this step
  6. Rename email if required
  7. Check the save attachments box
  8. Select which attachments to extract and rename if required
  9. Click attach email button. A pop-up confirmation message is displayed when an email is successfully attached to a record.

When using email integration, where an email contains emails (.eml files) as attachments, it is possible to select those attached emails to be saved separately as attachments. Emails can be renames before attaching to a risk - even when there are no attachments to that email.

NB: If the save attachments button is not clicked, whilst the email panel may provide access to embedded attachments, these are not permanent, as they are retrieved by the Windows caching functionality which is periodically flushed from the cache.

This may be referred to as risk email uploader/risk email attacher/attach email/upload email.

Email Upload for attachments has been aligned as far as possible with the File Upload processes to enable files to be saved into different locations by file type. When the user opts to ‘Save Attachments’ an additional column will be available for the user to be able to select a File Type from a list of values.

If a Partner account is selected, the user can only select the Partner Documents file type for the document to be saved into the appropriate partner folder. If the user selects a policy number/year and claim, the user can only select the Claim File type for the document to be saved into the appropriate claim folder. If the user selects a Policy Number/Year, the user can select from file types of Information Pack, Material Information, Policy Files, Reports, Schedule, Special Acceptances, Stamped Endorsements, Stamped MRC for the document(s) to be saved into the appropriate policy folder.

Certain file types will be stored within a sub-folder within the policy folder (e.g., Material Information, Reports, Schedules, Special Acceptances). Material Information is used in a specific way within the system, so any document selected as a Material Information file type will be given the file name MATERIAL_INFO.doc. If the user does not select any of the partner, policy number/year or claim, the user can only select Bordereau Import, Clauses, Dummies, Templates file types for documents to be saved in the appropriate folders at the dataset level.

Logging into email Integration

The first time users who have email integration enabled launch the latest version of NOVUS, they will be greeted with one of two methods of logging in. Once authenticated users will not be prompted for their information again unless NOVUS is unable to authenticate. Details of how this was achieved are found under the relevant heading below.

Office 365

Email-integration-authentication.png

Users logging in via Microsoft 365 will be asked to log in to their account during the launching of NOVUS, this includes any prompts for multi-factor authentication. This window can be closed to continue into NOVUS without signing in. If authentication is successful NOVUS will ask for the permissions required to access your mailbox and work with your emails. NOVUS connects to Microsoft 365 via the Graph API, which makes use of OpenId Connect and OAuth2 to store a token to reauthenticate the user account. No credentials are available outside of the secure user profile.

IMAP

Email-integration-authentication-imap.png

Users logging in via the IMAP protocol will be asked to log in with the above login form which sits inside the email viewer window. Once authenticated inbox and sent items folders will be visible. Multi-factor authentication is not available over IMAP. NOVUS uses the Windows credentials manager in the user profile to reconnect to the user's mailbox when the user next signs in to NOVUS. No credentials are available outside of the secure user profile.


Version History

v7.0.0 Updated to the latest version
v6.4.0 Updated to the latest version
v6.3.0 Updated to the latest version
v6.0.0 Updated to the latest version
v5.2.0 - Email integration improvements
v4.2.0 – Updated to latest version
v3.2.0 - Ability to attach emails to Accounts; validation has been improved, each issue is listed separately if it is detected; attachments that appear in the body of an email are no longer automatically ticked in the attachment list
v2.0.2 - Additional functionality added to be able to rename emails, extract, rename and save attachments, email multiple documents and email documents from Quotes