Sending a Casework Email

Setting up a casework email in Fireside

Casework email drafting and sending occurs in a tab adjacent to “Internal Note.” Once the "Email" tab is selected within a case page, the background of the text field will change back to white, displaying a similar interface as other email clients:

1. A user will be able to start typing an email address by clicking on the “To” field. Fireside will begin to search for email addresses associated with the case and within Fireside. Any valid email address that is not in Fireside, will appear in a green bubble as “No Name” in front of the email; the email is saved into a profile on Fireside but will need to be identified later on.

2. To add recipients into the Cc and Bcc fields, simply click on the “Cc or “Bcc” on the upper-right corner of the email box to produce the new fields below the "Subject" line.

3. Due to merge field limitations, only one "To" address is allowed, but the user can add as many Cc and Bcc emails in those fields, to be any of:

   • an existing case participant

   • a person in Fireside's contact database

     • including staffers

   • a valid email address

     • Non-database participants with a valid email address

   If the selected person doesn't have an email address, an error message should be displayed and the email should not be sent until either:

   • the user is removed from the address box, or

   • the user is given a valid email address
     Note: Any person included on a sent email, if not a direct Fireside user, should be added to the case for ease in adding to outbound messages.

4. In the email text field, the user can begin typing their message in the text field, and a new draft of the message will be updated/saved every 10 seconds. 

5. Before an email can be successfully sent, the subject field must be filled in! Merge fields are supported in Casework Messaging and can be customized for each recipient. However, if a user selects a form letter to use in their email, and they have not yet filled in the subject field, then the preset subject will be selected, which would default to the name of the form letter assigned.

6. Please be sure to select your desired email template before sending. This can be selected from the “Canned Response” icon (see item A. in the below screenshot). You can preview how this template looks by selecting the “Preview” button in the upper-right.

Navigating the icons on the Email tab:

Along with being able to type up a quick email to send out from Fireside, users can choose from a few options shown above to compose a new message:

A). Canned Response: This icon will produce a dropdown list of all the form letters that the office has created and allow the user to select any one of those that is in an approved state.

B). Attachments: To include any attachments to the current email, click on the paper clip icon to select any files that are currently on the case or upload a new one from your computer's directory. All attachments that are sent or received will be included in the case's list of files.

C). Importance: The star icon will place a high priority status on the email for the recipient. Just click the icon once to set a high priority, and click it again to remove it.

D) Delete: Clicking on the trash can will delete the current message that the user has composed, including any attachments that may have been included.