Not every client wants to log in to a portal to send you a task. With requests via email, they send a quick email and the request shows up in ManyRequests like any other.
Use case: Some of your clients prefer email, send requests on the go or forget to use the portal. Instead of copying their emails into requests by hand, you give them one address and the requests come in by themselves.
How it works
When a client sends an email to your portal's request address:
The subject becomes the request title. Emails without a subject get the title "Request from email".
The text of the email becomes the request description.
Attachments are added to the request. Files over 25 MB are skipped.
ManyRequests matches the sender's email address to a client account and creates the request for that client.
How to turn it on (admins)
In the sidebar, go to Settings > Modules and extensions.
Click the cog on the Requests card.
Scroll down and switch on Create requests via email. Your address appears under Inbound email address. Click it to copy it.
Click Save changes.
The address always uses your ManyRequests subdomain, in the form [email protected], even if your portal runs on a custom domain.
Who can send requests by email
Only clients who already have an account in your portal and belong to an organization.
The email must come from the same address the client uses to log in. Emails from unknown addresses, team members or clients without an organization are ignored, and the sender isn't notified.
Which service the request uses
The client doesn't pick a service in the email, so ManyRequests chooses one for them, in this order:
The organization's oldest active or trialing subscription.
If there is no subscription, the oldest one-off service available to the organization.
If neither exists, your default service, when the client has access to it.
If none of these is available, no request is created. Instead, ManyRequests saves a draft with the email subject as its title. The client finds it on the Drafts tab of their requests list and can finish and submit it from there.
How to share the address with clients
Once it's on, you can send the address to clients directly, add it to your onboarding materials or include it in your service instructions. A simple line works well: "You can also send us requests by email at this address."
Clients can also find it themselves:
In the sidebar, click Requests, then Create Request.
At the bottom of the form, click Or submit via email. The address appears with a button to copy it.
The link only appears while Create requests via email is on.
Replying by email
Clients and team members can also reply to request notification emails. Their reply is added to the request as a comment, and any attachments (up to 25 MB each) are added to that comment.