Email: Gmail and Outlook
BOLT XLR brings Gmail and Outlook into every job. Each person links their own mailbox, admins connect shared inboxes such as claims@, and mail with clients, adjusters, carriers, and referral partners lands on the right job. Every reply goes out from the mailbox the conversation came through.
Can your crew meet me Thursday at 10 to walk the kitchen? Please bring the latest moisture map.
scope-notes.pdf Saved to FilesThursday at 10 works. Dana Ortiz will meet you on site with the moisture map.
Personal and Shared Mailboxes
Each person links one Gmail or Outlook mailbox in Preferences, and an admin connects shared inboxes for the office, claims, or estimating. After that first sign-in, nobody needs a shared mailbox's password.
- Gmail or Outlook. Each person links their own mailbox.
- Shared Inboxes. Addresses such as claims@ and office@, each with its purpose.
- Who Can Use Shared Mail. Roles decide who reads shared mail on a job and who replies as a shared inbox.
Mail Lands on the Right Job
BOLT XLR tries its matching rules in order and stops at the first one that finds exactly one open job. Mail that fits no job, or more than one, waits in Unmatched Mail with the reason.
- Matching Rules. A reply in a thread already on a job, then claim number, policy number, sender, service address, and job number.
- Unmatched Mail. Place a message on a job, start a lead from it, or ignore the sender.
- Files Saved to the Job. Attachments are virus-scanned and filed under the photo or file category you choose.
- New Mail Alerts. The people assigned to the job and the person who created it hear when mail lands, if they can read it.
Read and Reply on the Job
The job's Email section shows every conversation with the mailbox it came through. Reply, Reply All, add Cc, forward, or start a new email with files from the job attached, and it goes out from that mailbox.
- Every Conversation in One Place. Filter by mailbox, and the list updates about once a minute while it is open.
- Files From the Job. Attach photos and documents already on the job.
- Sent From the Right Mailbox. A shared inbox's conversation replies as that inbox, and your own replies land in your Sent folder.
- Sent By on Record. Each message sent from BOLT XLR shows who sent it.
Your Mailbox Stays Yours
You choose which mail comes in from your own mailbox and who can read it. BOLT XLR never deletes, moves, or marks anything in a mailbox.
- Only the Mail That Matters. Bring in mail with people in BOLT XLR, or also mail that mentions a job.
- Skip Personal Mail. Mail you label Personal stays out, even from a client.
- Private When You Want. Keep it to you and admins; others see only that a message exists.
- Never Bring In. Leave out an address or a whole domain.
Common Questions
Yes. Each person links one Gmail or Outlook mailbox, and admins can connect shared Google or Microsoft 365 inboxes such as claims@.
BOLT XLR matches it by the thread, claim number, policy number, sender, service address, or job number, on open jobs only. Anything it cannot place on exactly one job waits in Unmatched Mail with the reason.
No. BOLT XLR never deletes, moves, or marks anything in a mailbox, and the replies you send from a job land in your Sent folder.
Every plan includes Gmail and Outlook email.
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