Manage email addresses

The Emails panel offers several fields for recording information about email addresses associated with the selected plan (product) or entity. This includes the email type and address, as well as from and to dates in which to record when the email address was associated with the plan (product) or entity. Also included on this panel view is a section that lists all providers linked to the selected plan (product) or entity.

You can add, update, export, and archive email address records.

To add an email address to a plan (product) or entity, complete the following steps.

  1. Go to providers and select plans or entities.
  2. In the Search area fields provided, enter the Name, Type, and/or set the status to Active, All or Archived, then click Search.
  3. In the Search results grid, click the grid line of the plan (product) or entity to which you want to add an email address.
    • The Details panel is selected by default.
  4. Select the Emails panel.
  5. In the fields provided, enter new information.
    1. In the Email Type menu, select a type for the email address, for example, "Office."
    2. In the Email Address field, enter the full email address.
    3. Optional. In the Date From field, enter the date when the email address became associated with the plan (product) or entity.
    4. Optional. In the Date To field, enter the date when the email address was no longer associated with the plan (product) or entity.
  6. On the Action/Status bar, click Save.
  7. Optional. To add additional email addresses to the plan (product) or entity, on the Action/Status bar, click New and repeat the previous steps.  

To update an email address, complete the following steps.

  1. Find the specific plan (product) or entity containing the email address you want to update.

    • The Details panel is selected by default.

  2. Select the Emails panel.
  3. Once the email address grid line is selected, update any information in the record which requires it.
  4. When complete, on the Action/Status bar, click Save.

To export email address information, complete the following steps.

  1. Find the specific plan (product) or entity containing the email address information you want to export.
    • The Details panel is selected by default.
  2. Select the Emails panel.
  3. On the Action/Status bar, click Export.
    • If using Chrome or Safari, the .csv file is automatically downloaded.
    • If using Firefox, a dialog box will appear asking what you want to do with the .csv file.
    • If using Internet Explorer, a message will appear asking if you want to open or save the .csv file.

When an email address record is no longer needed, it is recommended that you archive the record rather than deleting it in order to maintain a complete history that is available for auditing. A record may not be needed today, but archiving it ensures that it is available if needed in the future.

  • For information on how to archive a record, grid line, reference type or image, see the Archiving overview topic.