Understanding aACE Email Integration

For a quick overview of aACE email integration, watch our video.

After your system administrator configures the Mailgun integration, you will have a unique aACE email address for your aACE system (i.e. aACE@mg.[yourdomain].com). Emails and attachments received at this address will be downloaded into aACE each time aACE checks the inbox. aACE checks for new email according to the timing your system administrator specifies on the related automation schedule.

Linking Emails to aACE Records

When aACE downloads an email, it will associate the email record with other aACE records:

  • Email addresses in the To / From / CC fields or the body text will be used to link the email record to records in the Team Members, Companies, and Contacts modules. 
  • aACE record tags in the Subject field or the body text will be used to link the email record to the tagged record.
    Note: You can manually create a record tag by finding the Record ID — from clicking the record's Information icon [] or from clicking Actions > View Log — and enclosing it in square brackets (e.g. [ORD12345]).

Forwarding Emails

A common practice is to forward an email from your inbox to the aACE inbox, where it can be stored and linked to its corresponding aACE records. This makes the customer communications accessible to all relevant team members. However, email communications often include multiple exchanges. Rather than forward each segment of the email chain as it happens, we recommend waiting for the conversation to conclude, then forwarding only the last email into aACE. This ensures the entire thread is stored in aACE as a single record in the Email module.

Sending Email from aACE

You can create outgoing emails using several methods. With each of these methods, your aACE system address is included as a BCC on the message and a record tag for the current record is included in the body text, where applicable.

Launch an Email Client

The email icon () can be found throughout aACE, typically adjacent to an email address. Clicking this icon opens a new email message in your default email software application (e.g. Apple Mail, Microsoft Outlook).

FileMaker shortcut keys can also be used from any record in the system. Press Cmd-I (Ctrl-I on PC) to generate an outgoing email in your default email software program. If there is a To: email address associated with the current record (e.g. a Bill To address in an order), it will be included in the outgoing email.

aACE Email Viewer

From the header of any detail view, you can click the Emails link () to display the Email Viewer. This screen helps you easily review email records associated with the currently displayed record. 

You can also prepare outgoing email messages related to the current record. Enter a Subject and Message text. aACE will automatically append the record ID to the email message text. Click the recipient Search icon () to locate and select the desired recipient(s). After you prepare a message, you can open it in your default email client (e.g. to change formatting, include an attachment, etc) or send it directly from aACE. 

When you click Send Email, the new email record appears in the email list with grayed out letters. This shows that the message is still in Pending status. When the automation schedule runs and the server processes the message, the letters change to black.

aACE Print Menu

From the detail view of many aACE modules, you can quickly generate an outgoing email from the Print menu. For example, from the detail view of an invoice, you can click Print > Email Invoice or Email Customer Statement. These actions generate an outgoing email in your default email software program. If there is a To: email address associated with the current single record (e.g. a Bill To address in an order), it will be included in the outgoing email.

In addition, the list view of Orders, Invoices, and Purchase Orders include Print options for emailing a batch of records. For more information, review these guides: