Email Users

Certain people, including those external to your organisation, can be enabled to submit notes to VT via email rather than typing them in to VT directly. These will be added as a log to the company concerned. In order to enable this a few conditions must be met.

The user must exist on VT. If they are already a user, this is straightforward. If not, they can be added to the users table and set as ‘Mail Only User’ - also referred to as 'External'.
A user of this type cannot log in to VT, they can only interact by email.
Also they do not count towards licence numbers.

Set up an external email user

There must be an email code set up connecting the user with a company. Each user-company pairing will generate a new code. This is used to direct the incoming emails to the correct company logs. Use the menu Admin→User Email Codes

Once a user-company code has been added, you can use the mail icon ✉️ from the codes index page to send an email to that user with instructions in.

In addition, the following must be true for every email sent to VT.

The email must be ‘from’ the email address the user has on VT
The ‘to’ must have the form logs-XXXXXX@<your-domain>.venturetracker.net where XXXXXX is the 6 digit email code and the domain is your VT instance, eg aspect, bath or bristol etc.
the email code must be enabled in VT - if you set enable=false at any point, that user will no longer be able to submit email notes
The user must be active/enabled
The company must be enabled

If any of the above conditions is not met, the email is silently rejected. If the conditions are met, the email subject and content are added to VT and an email acknowledgment is sent to the user.

Emails sent should preferably be plain text and relatively short. If html formatting is found, VT will try and extract the text content but this is not guaranteed to be accurate.

Admin Settings (restricted)