Saying who’s on an email means writing it down for the whole team. It all happens from the bar under the last email, or straight from the list, and the result shows on the email’s row, without opening it.
Take the email before you reply
Open an email nobody has taken and choose “I’ll take it”. Under the subject, the status line goes from “To assign” to “You’re on it”, and the button gives way to “Reply to Élodie”, with the first name of the person who wrote to you: that is how you know it is done.
Replying does not put you on the email by itself. If you write without choosing “I’ll take it”, it stays in “To assign” and a member can reply right after you. While someone is writing a reply, the open email’s status line says so, for example “Camille is writing a reply”. It only shows from the moment that person starts writing: it is a safety net, not a way of sharing out the work.
Hand the email to someone else
“Assign to…” opens the list of the members who can see this email, with their name, their address and their photo if they added one. The person already on it is ticked. “I’ll take it” heads the list when it is not already the bar’s main button, and a “Find a member” field appears when the mailbox has more than six members. If you are the only member and an invitation is still waiting for an answer, the list shows “No other member for now.” and, for an owner, “Invite a member” just below.
Right after, a message says for example “Email handed to Alex”, with “Undo”.
For the person you chose:
- the email goes into their “For me”;
- it leaves everyone’s “To assign”, and stays in “Still to do”;
- under the subject, it reads “Alex is on it”, with their name;
- they get a notification that reads “Alex handed you an email”. On a computer, notifications open from “Notifications”, in the column on the left; on a phone, from the bell at the top of the screen.
Nobody is notified when you take an email for yourself: the notification only goes out when you hand the email to someone else.
On a mailbox with scopes, the list only offers the people who can see the email: a member limited to the scope Courses only appears on emails filed in Courses. If an email later leaves the sight of the person who was on it, it goes back to “To assign”, and the status line says “Paul no longer has access to this email”, with their name.
Give back an email that isn’t yours
“Unassign” is in the ”⋯” menu, at the end of the bar. The email goes back to “To assign” and nobody is on it any more. A “Back in To assign” message offers “Undo”.
The action is only offered on an email someone is on. On a done email, it does not appear.
Where emails go
Every email is in one of three states: “To assign”, “In progress” (someone is on it) or “Done”. The column on the left sorts them like this:
- For me: the emails you’re on that are not done.
- To assign: the emails nobody is on yet.
- Still to do: everything that is not done, “To assign” and “In progress” together.
- Done: the emails marked done, whoever was on them.
- All: the whole mailbox, done emails included.
Only “For me” and “To assign” show a number.
In “Still to do”, “All”, “Done” and search results, every row says who is on the email: the person’s photo, or their initials, and their first name; “You” for yours; a dashed circle and “To assign” when nobody is on it. Outside “Done”, a done email carries the word “Done”.
In “For me”, the row only says what is out of the ordinary: “You replied”, “Camille replied”, “Replied from Gmail” when the reply was written in Gmail, or “Camille is writing” when someone else is replying.
Mark done, and go back
“Mark done” takes the email out of “For me” or “To assign” and files it in “Done”. A “Moved to Done” message shows with “Undo”. It stays at least ten seconds, and for as long as your mouse is on it. Ctrl + Z (Cmd + Z on a Mac) undoes too, while the message is on screen. On a Gmail or Outlook mailbox, “Mark done” also archives the email in Gmail or Outlook: see How emails arrive in Trupeo.
On a computer, the email’s pane then shows the next one in the list, with “Open the next one” (or Enter) and “Close”. Nothing opens by itself. On a phone, you go back to the list.
From the list, without opening the email: on a computer, when you point at a row, “Mark done” and “Assign to…” take the place of the time in “For me” and “Still to do” (“I’ll take it” and “Assign to…” in “To assign”); a right click opens the row’s menu. On a phone, swipe the row to the left for “Mark done”, to the right for “I’ll take it”.
On a done email, the status line says for example “Done by Alex”, followed by when, and the bar offers “Mark as to do”. The email goes back to “In progress” with the same person, or to “To assign” if nobody was on it.
Three other gestures put a done email back to do without that button:
- A new reply from the person who wrote to you. The email comes back with the person who was on it, or into “To assign”.
- A reply sent with “Send” rather than “Send and mark done”. The email goes back to do. See Reply, forward, write.
- Handing it to someone. “I’ll take it” or “Assign to…” put it back to do for the person chosen.
Each of these gestures leaves a line in the conversation, at its place between the emails, for example “A reply arrived: this email is to do again”.
Several emails at once
Tick several emails in the list: on a computer, the box shows when you point at a row; on a phone, a long press on a row ticks it, then each tap ticks another. The selection bar then takes the place of the view’s title: a box that ticks the whole page, the number of emails ticked, then the actions, each one an icon whose name shows under the pointer.
- On a computer: “I’ll take it”, “Assign to…”, “Mark done”, “Label” on a mailbox that has labels (see Labels), “Move to…” on a mailbox with folders of its own (see Folders), then the ”⋯” menu (“More actions”), which holds “Unassign” and “Delete”.
- On a phone: the bar keeps “I’ll take it”, “Mark done” and ”⋯”, which opens the rest, each action with its name.
An action that makes no sense in the view is not offered: no “I’ll take it” in “For me”, no “Mark done” in “Done”. The cross at the end of the bar, “Deselect all”, or Esc, clears the selection.
In that bar, “Assign to…” is titled “The people who see these emails” and says, beside each name, how many of the ticked emails that person can see. An email they can’t see stays ticked, and the message says why.
Up to fifty emails, the rows leave the list at once and a message says what was done, for example “3 emails moved to Done”, with “Undo”. Beyond that, Trupeo runs the action in the background and shows how many emails are being handled: there is then nothing to undo.
When someone leaves the team
Removing a person from the mailbox frees their emails. The ones they were on that were not done go back to “To assign”, and the conversation notes “This email is back in To assign: the person who was on it left the mailbox”. Take them back from there, one at a time or several at once from the list. Emails already done keep their name. See Invite your team and choose a role.