Unassigned Emails

If you have setup integrated emailing within DebtCol, emails sent from DebtCol that are replied to will be received in the inbox of the operators email account, but they will also be sent to the DebtCol systems inbox for processing. Should the subject contain the case number (of other party record number) in the correct structure as defined in your system settings, DebtCol will automatically assign the incoming emailed to the rightful matter. If it fails to assign an email, the email will remain in the systems inbox. This inbox is called “Unassigned Emails”.

Tools > Unassigned Emails

Emails sent from DebtCol will have a tracking string inserted into the subject and a system replies email address.

For example, if an email is sent from the Case Manager, the subject will have the case number inserted into the subject automatically so that when the recipient of the email replies, an email will also be sent to the system replies and upon receipt, the subject is interpreted, the case number located and the email automatically inserted into that cases note history. The operator will also receive the email in their inbox as per normal.

In the event that the subject tracking string is removed, DebtCol will not be able to automatically insert the email into the note history for the case, because it cannot know what the case is without the tracking string.

Such emails will land in this unassigned emails screen. This is like an inbox for DebtCol. Here you can locate unassigned emails then assign them to the relevant record.

Click “Locate” to find all unassigned emails.

Click on the email id hyperlink to view the email and assign to the relevant record.


Choose the party to assign the email to from the “Assign To Entity Type” select box.

Enter the entity code to assign the email to. For example, if the email relates to a specific case, enter the case number. If it relates to a specific client, enter the client code etc.

Click “Assign” on the Action Bar to assign the email.

The email when assigned will then be included in the relevant records note history.