Aargh Software
Email2CRM User Manual
Property Management is a business of minutes and pennies. Aargh Software can save you both.
Your day revolves around your email inbox.
You communicate with, well, pretty much everyone through your email. “Send. Receive. Forward. TO: CC: BCC:” It’s a beehive of activity every day.
BUT … you manage your business, tenants, prospects, owners, properties, and/or vendors with Rent Manager, and your team is using Rent Manager service tickets.
Sadly, until EMAIL2CRM, your email program and Rent Manager couldn’t talk to each other. Aargh!
When you have important information in your email that should be in Rent Manager, most people typically do one of two things:
- You copy the information out of your email, open the Rent Manager software, find the tenant or service ticket or vendor or owner or create a new ticket … and paste the message. If there are file attachments in the email that you want saved in Rent Manager, you go back to your email, download them from your inbox to a temporary directory, then go into Rent Manager, upload the files and attach them in the right spot with the right account. *whew*
- … OR … You don’t bother.
Save Time
If you handle a lot of service requests and vendor management in your email, Aargh Software’s EMAIL2CRM platform saves you hours every week.
By allowing you to easily create and automatically assign service tickets for your tenants, vendor, properties, and owners as well as attach notes, PDFs, JPGs etc., you’ll start to save a lot more info automagically.
All from the comfort of Microsoft Outlook, Gmail or your favorite email inbox, WHILE you work with your clients.
Increase Service Quality
You’ll notice an immediate impact on your service efficiency and your ability to “single-source” all your data in Rent Manager.
Not to mention that using Aargh Software can increase your service quality having everything at your fingertips in Rent Manager, for others to refer to, and for automatic publishing to Rent Manager’s Owner and Tenant web portals: OWA and TWA.
Being able to show clients the full impact of your service ticket volume is useful to help both understand your service levels as well as display your proficiency as a property manager.
But what does the software actually DO?
EMAIL2CRM is an email integration and processing platform.
You send, forward or bcc: emails from any email inbox (Outlook, Gmail, Hotmail, etc...) into various "queues" which figure out where the information needs to be put in Rent Manager.
There are 12 different "queues" available to you to send through from your inbox to Rent Manager. You get an email address unique to each queue, customized for your Rent Manager Corporate ID. You can modify the queue’s behaviour using “Shortcodes” in the subject line.
Just send or forward messages using the Queue email address, Aargh Software does the rest. You’ll instantly become more efficient and able to provide better service.
Create your 1st service ticket from an email
The easiest way to create a service ticket is to bcc: 2ticket.xyz@aarghsoftware.com.
(where xyz is your Rent Manager Corporate ID). In the example below, this email is being sent to both the tenant and BCC: to 2ticket.xyz@aarghsoftware.com. In Rent Manager, a service ticket will be created if our software finds the tenant email address in Rent Manager (if not, you’ll get a reply back telling you so).
If your “From:” email address is the same as the one you use in Rent Manager, then the service ticket is assigned to you; if you’re using another email address for “From:” our software will still create the service ticket in Rent Manager but leave it “unassigned” and to be assigned to someone RM. If there are attachments, they will be added to the service ticket, too. Here’s an example of how to do it:
What are Queues and Shortcodes?
The two most important concepts you need to know about using Aargh Software are “Queues” and “Shortcodes”.
Queues in EMAIL2CRM
A queue is the “pipe” between your inbox and Rent Manager.
There are 12 queues to get information to Rent Manager from your inbox:
- Service Tickets
- Tasks
- Tenants
- Prospects
- Units
- Owners
- Owner Prospects
- Properties
- Vendors
- Bills
- Purchase Orders (P.O.’s)
- Estimates
Each queue is assigned a customized email address for your firm to use (see further below).
When sending or forwarding an email to one of your assigned email addresses, what you are really doing is putting into the appropriate Queue to be processed:
- Your message goes in one end of the Queue in Aargh Software servers.
- EMAIL2CRM Software processes the message (along with “subject line shortcode” commands) ...
- … and the other end of the queue puts the email message, data, and email attachments in all the right places in Rent Manager.
- It can take up to 5 to 10 minutes for this to occur depending on the volume of emails our servers are processing.
Shortcodes in EMAIL2CRM
A Shortcode in your email subject line allows you to modify, combine, add to, and manage the way EMAIL2CRM handles your email.
Once you get a handle on how to use Queue emails, you’ll quickly start saying “… oh I wish I could do this …” or “… wouldn’t it be great if I could do two things with one email send?” or, as in the example below “... I forgot to bcc: RentManager with my client reply! How do I create the service ticket now?” (solution below)
Shortcodes are extra text that you put in your subject line to direct EMAIL2CRM to do some additional things with your email. To use a Shortcode, put it in the subject line.
Shortcodes allow you modify how EMAIL2CRM handles your emails
When typing your subject, you put commands or information in between an open square bracket and a closed square bracket; i.e. “[“ and “]” … in example below … “Subject line: Re: Move-in to Kings Pointe [johntenant@whatever.com]”.
“Aargh! I forgot to bcc: 2ticket when I sent my email to the tenant.” (Forward it instead!)
When you forward the email to 2ticket.xyz@aarghsoftware.com, the [johntenant@whatever.com] that you write in the subject line tells EMAIL2CRM to attach the service ticket to the person with that email address. Since it’s forwarded (not sent through bcc:) the tenant won’t see it.
Here’s how to do it:
The types of Shortcodes you will use depend on the type of queue you’re sending the email to. You’ll learn more about shortcodes a little further in this guide.
The Queue Email Addresses
To use a queue, just use the corresponding email address below (where xyz is your 3-letter Rent Manager corporate ID).
Use these “Queue Email” addresses in your TO:, CC: or BCC: fields when you are handling an email. There’s 3 ways to consider:
- BCC: If you are sending or replying to an owner/tenant/vendor email, you can bcc: a Queue email address to have it also go to Rent Manager at the same time.
- FORWARD: To forward an existing email to Rent Manager, put the appropriate Queue email address in the TO: field. You can add the tenant’s email address as a Shortcode.
- TO: If all you do is create an email to send to Rent Manager, put the appropriate Queue email address in the TO: field. You can add the tenant’s email address as a Shortcode.
EMAIL2CRM
12 Queue Email Addresses Quick Reference Sheet
Here are all the email addresses for the queues in Aargh Software’s EMAIL2CRM Suite.
Email2Ticket
- 2ticket.xyz@aarghsoftware.com
- 2task.xyz@aarghsoftware.com
Email2Tenant
- 2tenant.xyz@aarghsoftware.com
- 2prospect.xyz@aarghsoftware.com
- 2unit.xyz@aarghsoftware.com
Email2Owner
- 2owner.xyz@aarghsoftware.com
- 2ownerprospect.xyz@aarghsoftware.com
- 2property.xyz@aarghsoftware.com
Email2Vendor
- 2vendor.xyz@aarghsoftware.com
- 2bill.xyz@aarghsoftware.com
- 2po.xyz@aarghsoftware.com
- 2estimate.xyz@aarghsoftware.com
Detailed Instructions To Email To Queues
Use this section to learn about various ways to use EMAIL2CRM Queues, email addresses and combine Shortcodes to get information and attachments out of your email inbox and into Rent Manager.
This section is divided into 4 parts: Email2Ticket, Email2Tenant, Email2Owner and Email2Vendor.
Email2Ticket
Email2Ticket helps you create Service Tickets and Tasks in Rent Manager includes 2 email addresses you can use:
- 2ticket.xyz@aarghsoftware.com
- 2task.xyz@aarghsoftware.com
Create a ticket assigned to the person in the FROM field.
Forward or send an email to 2ticket.xyz@aarghsoftware.com to create a Service Ticket in Rent Manager assigned to the person in the “From” field (i.e. you).
In the example below, the notice regarding removal of balcony and deck items is being sent to Rent Manager – a service ticket will be created and assigned to you. BUT, it won’t be attached to a tenant because there’s no identifying email address for the tenant. In the event it can’t find the tenant, you’ll have to go to Rent Manager and find the tenant yourself in the service ticket.
Create a ticket and assign the ticket to the tenant in the TO: and CC: fields.
BCC: 2ticket.xyz@aarghsoftware.com to create a ticket in Rent Manager assigned to the email address shown in the FROM field.
Aargh will try to assign the ticket to the tenant with the email address in the “TO:” and “CC:” fields of your email.
Forward an email and assign it to the tenant identified in the subject line with a Shortcode.
As you’ve learned, if you forward an email using 2ticket.xyz@aarghsoftware.com, it will create a service ticket that is assigned to you.
If you also wanted to assign that email to a specific tenant, you can include a include a Shortcode in the Subject Line with the email of the tenant like this [email@address.com] – Aargh will try to find the tenant in Rent Manager and create the ticket for that tenant.
All email Attachments will be added to the Service Ticket in Rent Manager.
Add a history/note to an existing service ticket with a Service Issue # Shortcode
There are many times when you wish to simply add information or attachments to a Service Ticket that already exists in Rent Manager.
When BCC:’ing or Forwarding an email to 2ticket.xyz@aarghsoftware.com, you can include a Shortcode in the Subject Line with a service issue number like this [97526] – Aargh will find the Service Ticket in Rent Manager and add a Note to the Service Ticket with the contents of the email, including attachments.
Note that Aargh will ignore the TO: and CC: fields when you use a Shortcode with the service ticket #. Why? Because that Service Ticket # is already created and is likely already assigned appropriately.
Create a task assigned to the person in the FROM: field
CC:, BCC:, or FORWARD an email to 2task.xyz@aarghsoftware.com to create a task assigned to the person in the FROM: field.
If the FROM: address is your email address that you use for your Rent Manager license (which is most likely is), then the contents of the email will be added as a task.
NOTE THAT ATTACHMENTS ARE NOT ADDED TO THE TASK IN RENT MANAGER. This is one of the only instances where this does not occur in Aargh Software. Why? Rent Manager tasks do not have attachments so there’s nowhere to put the ones coming from your email.
In the following example, a board has sent you some information about their dead bushes. You’ll need to reach out to the landscaper and organize it. By creating a “Task” for yourself in Rent Manager, it will help make sure you remember to do it.
Email2Tenant
Email2Tenant lets you add History/Notes to Prospects, Tenants and Units in Rent Manager. Note that Email2Tenant gives you everything that Email2Ticket does (described above). It includes 3 additional email addresses you can use:
- 2tenant.xyz@aarghsoftware.com
- 2prospect.xyz@aarghsoftware.com
- 2unit.xyz@aarghsoftware.com
Add a History/Note to a Tenant in Rent Manager.
There are 2 ways to add a History/Note to a Tenant in Rent Manager that includes both the contents of the email as well as any attachments:
- BCC: 2tenant.xyz@aarghsoftware.com – the contents of the email and attachments will be added to the Prospect with the email address found in the TO: and CC: fields.
- Forward the email to 2tenant.xyz@aarghsoftware.com. Use a Shortcode in the subject line with the email address of the Prospect so Aargh Software can find it; like this: [email@address.com]
Add a History/Note to a Prospect in Rent Manager.
There are 2 ways to add a History/Note to a Prospect in Rent Manager that includes both the contents of the email as well as any attachments:
- BCC: 2prospect.xyz@aarghsoftware.com – the contents of the email and attachments will be added to the Prospect with the email address found in the TO: and CC: fields.
- Forward the email to 2prospect.xyz@aarghsoftware.com. Use a Shortcode in the subject line with the email address of the Prospect so Aargh Software can find it; like this: [email@address.com]
Add a History/Note to a Unit in Rent Manager.
There are 2 ways to add a History/Note to a Unit in Rent Manager that includes both the contents of the email as well as any attachments. Of course, Units don’t have an email address to look up in Rent Manager.
Therefore, you can identify your intended Unit by using a Shortcode in the subject line with Property Shortname and the Unit # in it, like this: [San Palegreno@504]. This represents Unit 504 in the property with the shortname “San Palegreno”.
- BCC: 2unit.xyz@aarghsoftware.com – the contents of the email and attachments will be added to the Prospect with the email address found in the TO: and CC: fields.
- Forward the email to 2unit.xyz@aarghsoftware.com. Use a Shortcode in the subject line with the email address of the Prospect so Aargh Software can find it; like this: [email@address.com]
MORE USER MANUAL DETAILS COMING, STAY TUNED.
IF YOU HAVE ANY QUESTIONS ABOUT THE MANUAL OR IDEAS FOR THE MANUAL, FEEL FREE TO EMAIL INFO@AARGHSOFTWARE.COM
Thank you.
