Mail, Notifications and Guides

Mail and notifications in CountServa give your company its own email address, an Inbox for what suppliers and customers send, a Sent log of every email CountServa sends for you, and settings that control which emails leave automatically. The same area covers Document Notifications, Auditor Notifications, Office Computers for collecting staff files, and Guides, your company's own procedure documents. It is used by owners, managers and accounts staff who want nothing to be sent or received without a record.

Before You Start

The owner or a manager with setup rights sets up Company Email, Document Notifications, Auto Email, Auditor Notifications and Office Computers, all found under Settings. The Sent register is for the owner. Emails need the mail server to be configured; each settings page tells you if it is not.

The Mail group in the sidebar has three screens:

Set Up Company Email

1. Go to Mail > Company Email.
2. Under Choose Your Name, accept the name suggested from your company name or type another, then press Set My Name. This becomes your address at countserva.com and the name on your public page.
3. Your address is the one every email sent for you goes out as, the one replies come back to, and the one suppliers and customers can write to.
4. To change it later, use Change the Name. The old name keeps forwarding to the new address for a period.
5. Under Forward Copies To, enter addresses separated by commas to receive a copy of every email received, then press Save Forwarding. Each new address gets a short notice so a mistyped one is caught at once.
6. Under Options, tick Send document attachments to the AI Accountant automatically if you want PDFs, spreadsheets and scanned images from known senders queued for extraction as they arrive. Press Save Options.
7. Press Send Test and then Check Now to prove the address sends and receives.

The public page shows only your company name, logo, registered address, phone and email address. Switch it off and the address answers Not found.

Read the Inbox

1. Go to Mail > Inbox. Use the tabs to see new mail, Archived mail or email that was Held back.
2. Search by sender, subject or words in the email.
3. Open an email to read it. Under Attachments you see every file the sender attached and where each one went.
4. Press Send to AI Accountant for an attachment that was not queued automatically, such as a file from a new sender.
5. Press Archive when you are done, Mark Unread to come back to it, or Move back to Inbox to restore an archived email.
6. Press Download original (.eml) to keep the raw email.

Files sent to the AI Accountant then show their state, such as Waiting for extraction, Extracted, Verified or Booked. See AI Accountant.

Check the Sent Register

Go to Mail > Sent to see every email CountServa has sent for your company, with When, Subject, Sent By, Files and Status. Emails sent by the system itself show CountServa (automatic). An email that failed shows Not delivered.

Open an email to see the From, Bcc, Replies go to, the document it was about, the body and the exact files that went with it.

Document Notifications

Document Notifications email you a summary of each new expense claim, expense advance, quotation or invoice the moment it is created for real, with the document attached as a PDF. Drafts are never emailed, and each document is emailed only once.

1. Go to Settings > Document Notifications.
2. Tick Email us when a new document is created.
3. Under Who Gets Told, enter Notify (To), and optionally Copy (CC) and Blind Copy (BCC). Tick Copy the people who raised it to include the claimant or creator.
4. Tick Attach the document as a PDF and press Save Settings.
5. Under What Sends an Email, tick only the kinds you want and press Save Which Kinds.
6. Press Send a Test to send a specimen to the addresses above.

The Delivery Log shows each notification as Waiting to Send, Sent or Could Not Be Delivered. Failed emails retry automatically; press Try These Again to retry the ones that gave up.

Auto Email

Auto Email is the master list of every email CountServa can send, and which of them may leave on their own.

1. Go to Settings > Auto Email.
2. Under Automatic Emails, switch each one Auto Send On or Auto Send Off. An automatic email goes out by itself the moment its event happens.
3. Emails listed under Sent Only When You Press Send are composed by a person, so they have no switch.
4. Press Save Auto Email Settings. Use Turn All Off to stop every automatic email at once.

When a switch is off, the email waits under Waiting to Send for a person to Review and Send. Turning a switch back on does not flood the recipient with the backlog; held emails still need a person to send them.

If Emails Not Yet on This List appears, CountServa has sent an email type that has no switch yet. Please report it so it can be added.

Auditor Notifications

Auditor Notifications keep you and your external auditor informed about shared letters and audit queries.

1. Go to Settings > Auditor Notifications.
2. Tick Email us when the auditor acts and enter your Notify (To) and Blind Copy (BCC) addresses.
3. Tick Email the auditor when we reply, answer or submit if your team's replies should be emailed to the auditor.
4. Press Save Settings, then Send a Test. The test uses made-up content, so no real audit question is quoted.

When auto send to the auditor is off, emails wait under Waiting for Your Approval to Send to the Auditor. Tick them and press Send Selected to the Auditor or Discard Selected. This needs the Approve permission on Setup. See Audit Tools.

Office Computers

Office Computers lets staff send photos and files from the mobile portal straight into a folder on an office computer, instead of sharing them by chat app.

1. Go to Settings > Office Computers.
2. Under Register a computer, name it (for example "Office iMac, Accounts") and enter where it saves, for your reference.
3. Press Register and Show Key.
4. Copy the setup key and paste it into the collector program on that computer.

Each computer shows Online or Offline. The save folder is chosen on the computer itself, not in CountServa.

Guides

The Guides menu holds your company's own procedure documents: how you do things here.

1. Open Guides from the sidebar and pick a guide.
2. If a guide no longer matches how the work is done, press Suggest a change to edit it.
3. Update the Title, One line summary or Content, fill in What did you change, and why? and press Save changes. The note appears in the guide's Change history.

Every earlier version is kept, so nothing is lost. The Change history shows When, Who and What changed.

Frequently Asked Questions

Will CountServa Email My Auditor Without Asking?

Only if you switch that email to auto send. Otherwise every email to the auditor waits for your approval.

Why Was an Attachment Not Sent to the AI Accountant?

Only files from known senders (a contact on file or your own people) are queued automatically. A stranger's files, logos and small pictures stay with the email until you press Send to AI Accountant.

Why Did I Not Receive a Document Notification?

Check that notifications are on, a Notify address is set, the document kind is ticked and its Auto Send switch is on. Drafts are not emailed.

Can Staff See the Sent Register?

No. The Sent register is for the owner.

Where Do Office Computer Files Go?

Into the folder chosen in the collector program on that computer, usually within a minute.

Related Guides

• AI Accountant
• Audit Tools
• Company Setup
• Users and Roles