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?

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)

     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

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.