Managing contacts efficiently in CiraMail is crucial, especially when associating them with specific properties or communities. When an email arrives, CiraMail automatically checks if the sender’s email address is already in the property’s contact list. If not, the system prompts you with an option to add this new contact. Here’s a detailed guide on how to use this feature effectively and avoid potential issues.
Step-by-Step: Adding a Contact Prompt
When you receive an email from a sender not listed in your property contacts, you will see a pop-up message similar to this:
“address@email.com doesn’t exist in the property contacts list! Would you like to add this email address to property contacts?”
This message is the system’s way of helping you keep your contact list up-to-date and correctly associated with each property.
Responding to the Contact Prompt: Choosing ‘Yes’ or ‘No’
- Evaluating the Sender:
- Before responding, consider who the sender is. Is this a new owner or a legitimate contact for this property, or could it be a vendor or someone unrelated to property management?
- Choosing ‘Yes’ to Add the Contact:
- If you determine that the email address belongs to a valid contact related to the property (e.g., a new owner or resident), click ‘Yes’. The system will automatically link this contact with the property for future reference.
- Important Note: When you click ‘Yes,’ the email address will be permanently linked to the property. From that point forward, any emails from this contact will be recognized and associated with that specific property. Ensure that the contact is indeed valid to avoid misclassification.
- Choosing ‘No’ for Non-Owner Contacts:
- If the sender is a vendor, service provider, or any other non-owner, choose ‘No.’ This is crucial to avoid associating the vendor with a specific property.
- Incorrectly adding a vendor as a property contact can cause confusion and require support intervention to resolve. By clicking ‘No,’ you prevent unnecessary complications in managing your property contacts.
What Happens After You Add a Contact?
- If you click ‘Yes,’ the email address will automatically be added to the contact list for that property. The system will now recognize this address and associate it with the property in all future communications.
- Be Cautious: Adding an incorrect contact, such as a vendor, could lead to inaccurate records. If a vendor is mistakenly added, removing this association requires reaching out to support for assistance.
Best Practices for Managing Contacts
- Verify Before Adding: Always verify that the sender is indeed a valid contact for the property. Taking a moment to assess whether the email address belongs to an owner, resident, or vendor can save time and effort later on.
- Say ‘No’ When Unsure: If you are unsure about the sender’s connection to the property, it’s safer to click ‘No’ and manually add the contact later if necessary. This will prevent unintended associations.
- Regularly Review Contact Lists: Periodically check the property contact lists to ensure that they contain only relevant and accurate information.
By following these steps, you can efficiently use the contact addition feature in CiraMail to keep your property contact lists up-to-date and avoid potential issues with misclassified contacts.