Rim Inbox: requests from e-mail

Connect your Microsoft 365 mailbox and Rim reads the mail that arrives, picks out the quotation requests and prepares a draft quotation for you to check. Nothing is sent to the customer until you say so.

Note. Rim Inbox is part of the Sales app. You need the Sales: settings permission to connect mailboxes, and Sales: use to see what Rim read.

What Rim does with your mail

1Reads every new message in the mailboxes you connect.
2Drops automatic mail at once: out-of-office replies, newsletters, delivery failures, no-reply senders and mail from your own company.
3Scores the rest by what it says: quotation words, quantities, a sender who is already a customer, items from your catalogue. Mail below your minimum score is set aside as Not a request.
4Prepares a draft quotation from the mail that passes: the customer, the items with quantities and your prices, and a note of anything it could not match. Files that came with the mail (an order list, a purchase order, a photo) are read as well and kept with the draft.
5Tells you on the bell at the top of the screen. The draft waits under Sales → To review.

Without a connected mailbox, your company's e-mails such as reports and Helpdesk replies go out from the Voltix mailbox with your company's name on them, and replies come to your company's e-mail address.

Rim never creates the quotation, never e-mails the customer a price and never creates a customer. You do that, after checking the draft.

Connect a mailbox

1Open Settings → Sales → Rim Inbox.
2Click Sign in with Microsoft and sign in with the Microsoft 365 account that owns the mailbox. Microsoft asks you to allow Voltix to read and send mail for that account.
3The mailbox appears in the list. Tick Rim reads it so Rim starts reading, and choose Send from here if quotations and e-mails from Sales should go out from this mailbox.
4A shared mailbox such as sales@ is added under an account that has Full Access and Send As on it in Microsoft 365: click Shared mailbox on that account and type the address.

Tip. If Microsoft shows Need admin approval, an administrator of your Microsoft 365 organisation has to approve Voltix once. Click Ask your Microsoft admin to approve Voltix if you are that administrator, or Copy the approval link and send it to them (the link works for 7 days). When they have approved, the tab shows Approved for your Microsoft 365 organisation and everyone in your company can sign in.

Click Edit on a mailbox to set:

Setting	What it does
Read mail since	Rim ignores anything older than this date.
When Rim has read a mail	Give it the category Voltix, move it to a folder, or leave it as it is.
Sales profile	The profile whose prices, numbering and defaults the drafts use.
Owner	The person who gets the notification and sees the drafts under To review.
Signature	Added to the e-mails sent from this mailbox.

Check the connection shows whether Rim can still open the mailbox. If a mailbox says needs sign-in, click Reconnect and sign in again.

Decide what goes to Rim

At the top of Settings → Sales → Rim Inbox:

What goes to Rim: Mail that scores as a request is the normal choice. Every message sends everything that is not automatic mail to Rim; nothing is missed, but it costs more.
Minimum score: a plain request with quantities scores about 50. Lower the number if real requests end up under Not a request; raise it if Rim reads too much.
Only these senders: list addresses or domains if Rim should only look at mail from certain customers.
Acknowledge requests automatically: when switched on, the sender gets a short reply from your outbound mailbox as soon as Rim has prepared the draft. Write your own subject and text; {{name}}, {{company}} and {{subject}} are filled in.

See what Rim read

Open Sales → Drafts → Rim Inbox. Every message Rim looked at is listed with its score and what became of it. Use the quick filters (Requests, Not requests, Failed) and the search box to narrow the list:

Outcome	Meaning
Waiting for Rim	It passed the score and Rim is about to read it.
Draft prepared	A draft quotation is waiting under Drafts → To review.
Needs attention	A draft was prepared, but the sender is not a customer yet, or an item could not be matched.
Not a request	Dropped as automatic mail or below the minimum score. The reason is shown.
Failed	Something went wrong. Open the message and click Try again.

Click a message to open it in a panel on the right: the mail as plain text and every signal Rim counted. If a real request was set aside, click This was a request and Rim prepares the draft after all.

Check now (people with Sales settings) reads the mailboxes straight away instead of waiting for the next pass, which runs every couple of minutes.

Check a draft Rim prepared

1Open Sales → Drafts → To review and click the draft. It carries the Prepared by Rim mark and a box with the sender, the subject, Rim's remark and the items it could not match.
2Customer not matched: when the sender is not a customer yet, the customer field is empty. Pick the customer, or click New customer if you may create one. The draft cannot be saved without a customer.
3Add the items Rim could not match by hand, and check quantities, units and prices like on any draft. Prices come from the profile's price list; special prices apply once you touch the line.
4Click Create quotation when it is right. Only then does the quotation exist, with its own number.

Files that came with the e-mail are listed in the box at the top of the draft and can be opened from there.