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email to external non-user associated to a project as I create?

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Level 3
Is there a way to create an email/correspondence/issue/request/whatever and, **as I create it**, associate it to a project and send it to a non-user, and then all future responses to that email are tracked as well? I know that with the Outlook plug-in, after I send/save the email I can highlight it and associate it to a project. But I want to associate and track it as I create it, not after I send/save it. Or I want to be able to go to a project in Workfront, and somewhere in there, click "New" and then it brings up a form or something where I can put an email address in, and the subject and body of a message, and send. And I want to be able to put in ANY email -- not a Workfront user -- and send from there. The idea is that we work with a lot of people on a project, and we do hundreds of projects, and we want to send a quick question or something and I want that email correspondence to be tracked inside the project, but I don't want to have to set that recipient up as a review only Workfront all the time. Mavis Moon Pivot Interiors Santa Clara, CA
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2 Replies

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Level 8
Off the top of my head I'm aware of two areas you can sort of do this. The first is document approvals (Workfront document approvals that is, not Proof approvals) and the other is document requests. In both cases, you can type an e-mail address in and the system creates an account with a collaborator licence in the background - meaning if someone else starts typing the e-mail address, it will return the account created. Your administrator can (if necessary) later grab that account and 'up' the licence level. So if your 'whatever' is a document, you could explore those. (If you're using Proof, you can also type a new e-mail address in to the proof but that might only create a Proof contact, not a Workfront collaborator). If the people you want to send the query to are in your corporate e-mail system, you could enable Single Sign-On and auto-provision of users to have collaboration accounts created automatically. But if you're talking about external people who aren't in your e-mail system. Barry Buchanan - WMA Work Management Australia

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Level 3
Thank you, Barry. After sending this question, I did figure out I could send proofs to external emails (not in my e-mail system), and I'm glad to know that I can do that with document requests. Those are helpful. I had hoped, though, that I could send an issue or request or just a plain email with email trail associated to a project. It sounds, though, as if you're saying that those types of communications to people not in our email system from Workfront require the set-up of a Workfront account? Thanks again. Mavis Mavis Moon mmoon@pivotinteriors.com