Argenta External Email Logging: Step-by-Step Guide

This guide will walk you through using Argenta's External Email Logging feature to seamlessly save important email communications from your external email client (like Gmail, Outlook, Apple Mail) directly into Argenta.

Purpose: To automatically log emails into Argenta, associating them with the relevant constituent records (both sender and recipient) without manual copy-pasting.

Part 1: Setting Up and Understanding the Basics

1. Obtain Your Designated Archiver Email Address:

• This is a unique email address specific to your Argenta instance (e.g., [email protected] or similar).
• How to get it: Contact your Argenta Account Manager or submit a Help & Support ticket to the Argenta Support Team.
• Important: You must use this specific email address for the logging to work.

2. How it Works:

• When you forward an email to, or CC/BCC this archiver email address, Argenta's system will:
  • Receive the email.
  • Attempt to identify the sender and recipient(s) based on their email addresses.
  • Match these email addresses to existing constituent records in Argenta.
  • Log the email in the "External Email Log" and also in the individual email logs of the identified constituent(s).

Part 2: Logging Emails into Argenta

There are two main scenarios for logging emails:

Scenario A: Logging a Received Email (e.g., from a supporter)

1. Open the Email: In your external email client (Gmail, Outlook, etc.), open the email you wish to log.
2. Forward the Email:
   • Click the "Forward" option in your email client.
   • In the "To" field of the forwarded email, enter your designated Argenta Archiver email address.
   • Click "Send."

Scenario B: Logging an Email You Are Sending (e.g., to a donor)

1. Compose Your Email: In your external email client, compose your email as you normally would.
   • To: Enter the primary recipient's email address (e.g., the donor).
   • From: This will be your email address.
2. CC or BCC the Archiver:
   • In the "Cc" (Carbon Copy) or "BCC" (Blind Carbon Copy) field, enter your designated Argenta Archiver email address.
   • Tip: Using BCC will hide the archiver email address from the primary recipient.
3. Send the Email: Click "Send." The email will go to your intended recipient(s) and a copy will be sent to the Argenta archiver for logging.

Part 3: Accessing and Managing Logged Emails in Argenta

1. Navigate to the External Email Log:

• In Argenta, go to the main menu on the left.
• Click on "Communication."
• From the dropdown, select "External Email Log."
• You will see a list of emails that have been sent to the archiver. Emails are listed in descending order by date and time sent/received (newest at the top).
• A padlock icon indicates a record has been locked with specific permissions.

2. Open an Email Workspace:

• Click the "edit" icon (pencil/paper icon) next to the email you want to view or manage in the log. This opens the "Logged External Email Workspace."

3. Email Details Tab (Default View):

• Information Displayed: Date Sent/Received, Subject, From Email Address, Recipient(s) email address.
• Assigned Constituent SENDER: Argenta will attempt to automatically match the sender's email to a constituent record. The constituent's name and ID will be displayed.
• Assigned Constituent RECIPIENT: Argenta will attempt to automatically match the recipient's email(s) to constituent record(s).
• Manual Correction/Assignment:
  • If Argenta couldn't find a match or matched incorrectly, you can manually assign constituents.
  • Click the magnifying glass icon next to the SENDER or RECIPIENT field.
  • Search for and select the correct constituent.
  • You can also manually type or correct the email address in the "From Email Address" or "Recipient(s)" fields if needed.
• Subject Line: You can edit the subject line if necessary.
• Date Sent/Received: This field cannot be edited.
• Saving Changes: Click "Save All & Continue" or "Save All & Exit."

4. Email Content Section:

• View Content: The body of the email is displayed here.
• Edit Email Content:
  • Click the "Edit Email Content" button. This opens the Argenta Rich Text Editor.
  • Formatting:
    • Emails sent as plain text may lose their original formatting (line breaks, etc.). You can use the editor to reformat (e.g., add paragraph breaks, bold text, create hyperlinks).
    • Emails sent as HTML (common from most modern clients) will generally retain their formatting.
  • Make any necessary corrections or additions to the email body.
  • Saving Content Edits: Click the "Preview Email Body" button to close the editor and save content changes (or use "Save All & Continue / Exit" at the top of the workspace).

5. Record Permissions Tab:

• Lock This Record: Check this box if you want to restrict who can view or edit this specific logged email.
• Set As View Only: If checked, users with permission can view the email but cannot make changes. If unchecked, users with permission can also edit.
• Assigning Permissions (for Locked or View Only Records):
  • Locked Record Access: Use the dropdown to select users who should have full access to this locked record. Click "Add Selected User."
  • View Only Access: Use the dropdown to select users who should only be able to view this record (if "Set As View Only" is also checked for the record itself). Click "Add Selected User."
  • Important Tip: If you lock a record or set it to view only, and you are not a Master Admin, make sure to add yourself to the appropriate access list. Otherwise, you may lock yourself out.
  • Removing Access: Click the red 'X' icon next to a user's name in the access list to remove their specific permission for this record.
• Saving Changes: Click "Save All & Continue" or "Save All & Exit."

6. Related Files Tab:

• Upload any attachments or other files relevant to this email.
• You can drag & drop files or browse to select them.
• Click "Save The Selected File(s)." There's no limit to the number of files.

7. Notes Tab:

• Add any internal notes about this email communication.
• Click "Add New."
• Use the Argenta Rich Text Editor to compose and format your note.
• Click "Save & Add This Note."

Part 4: Viewing Logged Emails in Constituent Records

Logged emails are also accessible directly from the constituent records of the identified sender and recipient(s).

1. Open a Constituent Record: Search for and open the relevant constituent's record.
2. Navigate to the Email Log Tab: Within the Constituent Workspace, click on the "Email Log" tab.
3. View External Email Log: You will see a section for "External Email Log" listing all emails logged via the archiver that involve this constituent (either as sender or recipient).
   • You can click "Open" to go to the email's workspace or "Delete" to remove the log entry from this constituent's record only (it may still exist in the main log or other involved constituents' logs if not deleted there).

Important Tips & Considerations:

• Archiver Email is Key: Always use the correct, designated archiver email address provided by Argenta.
• Sender/Recipient Matching: Argenta relies on the email addresses in the "From," "To," "Cc," and "BCC" fields of the email sent to the archiver. Ensure these email addresses are present in your constituent records for automatic matching.
• HTML vs. Text: Emails sent as HTML generally retain their formatting. Plain text emails might require reformatting in the Argenta editor if you want a specific appearance.
• Permissions: Be mindful when locking records or setting them to "View Only." Always ensure appropriate users (including yourself if not a Master Admin) have the necessary access.
• Availability: This feature is available upon request. There's generally no additional cost unless your archiving needs are significantly higher than expected (in which case Argenta will discuss this with you).
• Knowledge Base: For more details on specific Argenta functionalities (like the Rich Text Editor), refer to the Argenta Knowledge Base at argentasoftware.com/kb.