How to Archive External Emails Using the BCC Archiver

Argenta can automatically archive copies of emails sent outside the system by using a BCC (Blind Carbon Copy) archiver email address. This captures communications sent from your personal email into the constituent's record.

How Email Archiving Works

When you send an email from your personal email client (Gmail, Outlook, etc.) to a constituent, you can BCC a special Argenta archiver address. The email is then logged in Argenta.

Setting Up Email Archiving

1. Contact Argenta Support to get your organization's archiver email address
2. The format is typically: yourteamarchiver@argentasolution.com
3. Add this address to your email contacts for easy access

Using the Archiver

1. Compose your email to the constituent in your normal email client
2. Add the archiver email address to the BCC field
3. Send the email
4. The email will be logged in Argenta's External Email Log

Viewing Archived Emails

1. Go to Communication > Email Log External
2. Search for the constituent or date range
3. View the archived email content

Finding Archived Emails on a Constituent Record

1. Open the constituent record
2. Navigate to the Email Log tab
3. View all emails sent to that constituent, including archived ones

Why BCC Instead of CC?

• BCC hides the archiver address from the recipient
• Keeps the email looking professional
• The constituent only sees themselves as the recipient

Best Practices

• Create a contact or signature shortcut for the archiver address
• Use BCC consistently for all constituent communications
• Train all team members on the archiving process
• Review the External Email Log periodically for completeness

Limitations

• Only captures emails where you remember to BCC
• Email attachments may have size limits
• The constituent must exist in Argenta for matching to occur