Time Matters offers two integrated methods for sending and receiving email; TM Email and Internet Email. Understanding the distinction between the two is critical to understanding how to keep a smooth running email management system in Time Matters. We start this multi-part series on using email (in Time Matters) with a discussion focusing on the application’s internal email system, TM Email.

As some may know, Time Matters Email has been around long before internet email reached the masses. The implementation of TM Email is similar to the TM Messenger in that email messages are self contained in the database and are not sent outside the firm. That means these messages are intended for internal staff and users do not need an internet email account.

Down to Business: What is the life cycle of a TM Email?

One of the driving factors for writing this article was when I began to answer questions to our MobileTM customers about the Email List in MobileTM (we had specifically added this capability because these emails are not available when outside the office). I decided to put together a holistic view of the internal life cycle of these messages to better equip us with an understanding of the flow. Let's follow what happens to the underlying values of an TM Email as it moves through the system.

The Life Cycle of an Internal TM Email

CASE #1: Create an Email, do not send.
Record #1 is added to the Email table, with the following pertinent field values:

     user_name = logged in user
     parent_id = *DRAFT
     type = D
     showinbox = Y (default but can be changed)
     showlist = Y (default but can be changed)

CASE #2: Open an unsent Email (from #1) and send.
There will now be at least two records (#1 above and a new record for each recipient)

Record #1 will be updated to move the record from Draft to Sent with the following pertinent field values:
     parent_id = *SENT
     type = S
    
Record #2+ (one record for each recipient) is added to the Email table, with the following pertinent field values:
     user_name = recipient’s user id
     parent_id = *IN
     type = R
     ShowList = N
     ShowInbox = Y
     NewRec = 1, until the user opens their inbox, then it becomes 0 (not related to read)

CASE #3: Recipient replies to their Email (record #2+).
The record being replied from (record #2+) is updated with the following pertinent field values:

     response_type = RE
     response_id = the sysid of the response email sent to the respondent
     response_date, response_time = current date/time
     Two new records are created exactly like a new/sent email except there are new pertinent field values:
     originator_id = sysid of the record being replied from

CASE #4: Delete a TM Email record.
By default, the record will be update with the following pertinent field values:

     parent_id = *DEL
     showinbox = Y

NOTE: This option is dependent on each user's Email settings (see below). If this option is unchecked, the Email will be permanently deleted.

Summarizing the Details

When a TM Email is sent there are multiple Email records created. One for the sender and one for each of the recipients. The sender's copy of the Email is usually set to Show on Email List and to Show on Inbox. The recipients email records are set to Show on Inbox only. The sender's email will be visible from all areas of the program (the Email List and the their Inbox Sent Folder). The recipients' copy Email will be visible in their Inbox only.

Considering that nothing changes, if the sender deletes their copy of the message, it will no longer be visible on the Email Lists. If the recipient delete's their copy, there is no impact on the sender's copy of the email. In either case, the message may be moved to applicable user's Inbox in the Deleted Folder.

Implementing What We Know About the TM Email Life Cycle

There are four primary ways to view TM Email in Time Matters; the Inbox, Email List, Form Sublist and on a Powerview. The latter three options are very similar in that they require the Show on List option to be checked. Similarly, to be visible in the Inbox, the record must have Show on Inbox checked.

If an Email should show on the Contact/Matter Sublist Tab, ensure to complete the regarding line and ENABLE “Show on Email List”.

If an Email is not set to Show on Email List, it will not be visible on the main Email List, Form Sublist Tabs or on the Powerviews.

If an Email is not set to Show on Inbox, it will not be visible in the Draft, Sent or Deleted folders of the Inbox.

When a deleted record is set to show on the Email List and NOT set to show in the Inbox, it will become orphaned (forever) due to the fact the Email list filters Email in the Deleted Folder. The next version of SharpShooter (1.20) will test for the existence of this condition.

Make sure to read the white paper entitled: Is Your Email System Overloaded? Time Matters CIC and former executive with the company, Tom Rowe, penned this must have guide to managing the Time Matters Inbox. 

NOTE: There is a current issue that will display Email in Powerviews that are not marked for "Show on Email List".

Future articles in this series will cover Time Matters Internet Email and Email Attachments.

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