9. E-mail and Cerebro

Cerebro supports the use of e-mail for sending out event notifications to the users and deliver messages to and from e-mail users to the Forum.

9.1. Event Notifications

Cerebro can send out e-mail notifications in the following cases:

  • A new “universe” registration. You will be emailed with brief start up instructions and administrator’s login and password.
  • A new user registration. The new user is emailed with his/her Cerebro login credentials. A similar message is sent out on a user’s request to reset the password.
  • Cerebro notifies administrators of the universe about upcoming changes in the number of paid licenses and due dates of payments.
  • If a user already has a Cerebro account in some other “universe”, he/she can be invited to your “universe” (see ch. “Users and resources”). The user being invited is emailed with an invitation and an instruction on how to accept it.
  • If a user is allocated to a task as an assignee, he/she is emailed with the task definition text and links to downloadable files (if any).
  • If a user is following a task (see ch. “Inbox list”), he/she is emailed with every new Forum message, containing text and links to downloadable content.

The last two notification types (a new task assignment and a new message in Forum) are used in case someone needs to reply via email, i.e., to type some text, attach files and send the message directly to Cerebro Forum (see ch. “Forum Messages Via Email”).

Note

A user can adjust the personal e-mail notification parameters on the Cerebro Profile page (see ch. “User profile”).

9.2. Forum Messages Via Email

In addition to user notification, Cerebro uses email to get replies from registered email accounts and post them in corresponding Forum threads. This option is used if user gets a specially formatted message that is used to reply via e-mail.

Those notifications are sent out to users in two cases: on allocating the user to a task as assignee or on a new message posted to the Forum thread of the task where the user is assignee or follower (see ch. “Inbox list”). The notification body contains a text quotation of an original Forum message and links to downloadable files (if the files were attached to the original Forum message). The files attached to the Forum are never directly attached to email messages, as their size often exceeds mailbox capacity, but are downloadabke via links inside e-mail.

The message, in most cases, looks like this:

_images/email_answer.png

This message comes on behalf of Cerebro to the user’s email specified in the user profile, and the answer to it is automatically posted back to the the corresponding Cerebro forum thread, along with attachments (if they were added to the email message).

_images/email_forum.png

9.2.1. Email Users

Cerebro messaging via email is available both for “ordinary” and “email-limited” users, being for the latter the only way to participate in a given task.

Email user accounts can be added or removed on the Administrator panel, on the Users and Resources tab (see ch. “Users and resources”).

Access rights and group membership for an email user account are set up the similar way as for an “ordinary” user, in the administrator panel.

Email User accounts are free of charge but their amount is limited to the amount of available Cerebro paid accounts. The information about the number of available accounts of both types is at the Administrator panel, on the Universe tab (see ch. “Universes”).

9.2.2. Sending a message

Both regular or e-mail user do not need to take any special action to send a message to a Cerebro. It is sent out automatically, immediately after publication of the message in the forum - just like in many other one-way e-mail notifications in most modern software.

In other words, the message published in the Forum immediately gets available for both types of users. Availability of the message for a certain user depends on his/her role on the task (assignee/follower/client) and access rights to the task Forum.

9.2.3. Answering a message

In order to post a reply in Cerebro Forum, you just need to press the “Reply” or “Reply All” button in the email client, then compose a message (and attach files if needed) and send it out.

So, the publication of an email message in Cerebro Forum is no different from the usual reply to email, except for the two nuances:

  • When answering, you must not change the special ID contained in the topic of the initial message, so that Cerebro could identify the corresponding Forum thread correctly. To be on the safe side, don’t change the topic at all.
  • Type your answer above the special border line. It is pointless to type anything below the line, as it will be omitted when transferred to Cerebro.

If you are attaching a file to your message, pay attention to the filesize: some mail servers limit the message size, so an oversized message won’t be delivered, and you will get an error message in return.

However, this applies not only to the Cerebro mailing, but in general to any and all e-mail messages.

As for the initial messages posted directly to Cerebro Forum, the size of the files attached doesn’t matter, as the files themselves are never forwarded to email, being substituted by downloadable links instead.

9.3. Tips and Tricks

With sufficient training in HTML programming, you can develop and implement your own designs of Cerebro email message layout, i.e., to include your logo, corporate colors, disclaimers, etc. This feature is available only for local installations of Cerebro (Factory and Corporation pricing plans).

Save Cerebro mailing service address in your Contact List (for users of “cloud” and “hybrid cloud” versions: reply@cerebrohq.com). This is useful, for example, during a multi-stage approval procedure - a consequent forwarding of a message with Cerebro materials from one email address to another. Keeping the Cerebro mailing address CCed in the chain, you will get it backed up in a corresponding forum thread (that holds the initial message with the corresponding ID).