Dual-licensed realtors (DLRs) have access to a dedicated email interface page within the Realfinity Platform. This feature supports sending and receiving emails, and sorting and searching through communications. Emails can also be linked directly to clients, and attachments can be added seamlessly to active loan applications.
Your email will now be formatted as: first.last@mail.rfm.io. Reach out to the team at support@realfinity.io to confirm your email address if you have questions.
Basic Controls
Navigating to the email page
You can access the email communications through: https://rfm.realfinity.io/#/admin/view-email
Once logged into the Realfinity Platform, users can access email communications by clicking on the mail icon in the upper right corner of the header.
Email notifications
When you get emails that come to your rfm.io email address, you will get a notification to your email address we have on file (your primary email address you use), letting you know you have unread emails in this platform.
Refresh new emails
Clicking the icon with the circle arrows will refresh the page and load any new emails that come in.
Sorting / Filtering
Users can filter by read / unread emails, and also sort by newest or oldest on top. Clicking on this icon will open up the menu to view these options.
Email folders and menu
There are five folders within the email tool, and the default folder will always be the Inbox. You can expand and collapse the navigation menu for the folders by clicking on the hamburger menu in the upper left corner (next to the "new mail" button). If there are any unread emails, it will show a small number indicating the quantity within that folder.
Inbox preview and quick actions
Inbox preview: The inbox displays the emails with a preview, showing the sender, the subject line, a preview of the email body, and the date/time (If the email is from the current date, it will show the time it was received. If an attachment is connected to the email, there will be a small paperclip icon. An unread email will have bold text and a purple dot to indicate its unread status.
Quick actions: From this view, you can delete an email or mark it as read/unread. The two icons for these actions appear when hovering over the email.
Viewing Emails
Split-View vs Full-Screen
The default view shows a split pane, with the list of emails on the left and the full email view on the right side of the screen. To access a full-screen view, click on the arrow icon in the upper right corner of the email to expand the view.
Email Actions
You can reply, reply all, and forward emails from this view by using the purple icons in the top right corner. You can also use the "reply" and "forward" buttons at the bottom of the email.
When clicking on the menu icon in the top right, you'll see the ability to mark as unread, delete, move to junk, and link to a client.
Composing Emails
New email
You can create a new email by clicking on "new mail" in the upper left. From here, you can add recipients, subject line, and body of the text.
Save as draft
In order to save your drafts, click the menu icon in the top right corner, and click "save as draft." You should then see this in your drafts folder.
Email Signature
The email signature will be pulling information automatically from your profile section. You can edit this in the Realfinity Platform Profile: https://rfm.realfinity.io/#/admin/admin-profile
Search / Filter by Client
Search and Filter
You can search your email inbox using the search bar at the top. This allows you to search by keywords or by clients. You will see the top results in the search dropdown.
If you click on the client, it will show the tag at the top of the screen, and the rest of the inbox will show the emails that are linked to that client.
Linking Emails to Clients
Link from email
The system will recognize if the email is sent from one of your connected clients (assuming they are sending the email for the one on file), and it should automatically connect. You can also manually link an email to a client by clicking on the three dots (menu) in the email view, and clicking "link to client." This will open a screen where you can search within your client list. If the person is not an existing client, you will have to create a client first to link emails.
Once linked, it will show the tag at the top of the email, indicating that this email is connected to the client. You can also remove this tag to unlink the message.
View email from client page
From the client details page, you can initiate an email or you can view all emails that are tagged to this client.
If you click on "view client emails," it will open the communications page and have the client tag at the top, filtering for conversations that are linked to this client.
Uploading Attachments to Loan Files
Viewing attachments
You can view email attachments by clicking on the file name (looks like a small rectangular button). This will open up the document viewer.
Link attachments
From the document viewer, you can link this to a loan file. First, search for one of your clients in the dropdown. Next, select the loan file, and finally, select a task to link the document to. Select "new task" to assign it to a new item.
If you want to create a new task, click on "new task" and then add the document type.
Once you upload this document, it will be linked to the loan file.
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