When it comes to managing internal email notifications sent to the SPRAYE account owner or account administrator there are currently a few different options for managing this that we have listed below.   These notifications include things such as "Estimate Accepted" notification, payments made, credit card decline notifications, estimate request changes, etc. 


Option 1: Setup a separate, centralized email address for your business to send all admin notifications that can be shared by all relevant team members. 


Option 2: You can change where all of the internal/admin notifications are sent by simply changing the email address on the "Account Owner" individual profile. Keep in mind when you do this, this changes your own login email but shouldn't affect anything else.  


Option 3: Many companies choose to setup automatic forwarding rules in their email account that looks for certain subject lines (such as "Estimate Accepted" or "Card declined") which then automatically forwards all of those emails to a specific email address (which could be a specific individual on your team) and then archives that email if desired so it's not cluttering up the email inbox.  This might be a better option if you don't want to change the email for your account owner profile.  See below for specific instructions on how to do this based on your email provider (outlook, gmail, etc).


Note: In the near future, there will be a way to manage each of these internal notifications within SPRAYE and indicate where each notification should go. 


How To Setup Automated Forwarding and Filtering Rules For Specific Emails

GMAIL

Step 1: Add & Verify Forwarding Address (One-Time Setup) 

  1. Open Gmail on your computer, click the Settings gear > See all settings.
  2. Go to the Forwarding and POP/IMAP tab.
  3. Click Add a forwarding address, enter the address, and click Next > Proceed > OK.
  4. Check the new inbox for a verification email from Gmail and click the verification link.
  5. Return to Gmail Settings and refresh the page. 
Step 2: Create a Filter for Specific Emails
  1. In Settings, go to the Filters and Blocked Addresses tab.
  2. Click Create a new filter.
  3. Enter your criteria (e.g., specific sender in "From," keywords in "Subject").
  4. Click Create filter.
  5. Check the box for Forward it to: and select your verified address from the dropdown.
  6. (Optional) Choose to Keep Gmail's copy in the Inbox, Archive, or Delete it.
  7. Click Create filter to activate the rule. 
Now, only emails matching your filter criteria will be automatically forwarded, with the original kept or handled as you chose. 

OUTLOOK


For Outlook on the Web (Outlook.com)
  1. Open Settings: Click the Settings gear icon (top right) > View all Outlook settings.
  2. Navigate to Rules: Go to Mail > Rules > Add new rule.
  3. Name the Rule: Give your rule a name (e.g., "Forward All Mail").
  4. Add Condition: Under "Add a condition," choose the option to add specific conditions like sender or subject).
  5. Add Action: Under "Add an action," select Forward to, then enter the email address.
  6. Save: Click Save.