Automatic Tracking of Email Correspondence


  • Introduction
  • Explanation and Purpose of Automatic Tracking of Emails Correspondence
  • Automatic Tracking of Email Correspondence Process


This article is designed to assist you with Automatic Tracking of Email Correspondence.

If you have a question not addressed here, you can search at the bottom of this article in Related Articles or contact support at 

Explanation and Purpose of Automatic Tracking of Email Correspondence

extendedReach can automatically track your email correspondence (and attachments) with foster homes and child related contacts, thereby skipping the inbox step and filing directly into the case or home. This is accomplished by including an extendedReach system email address in your correspondence. When you send an email you wish to record, use the BCC (Blind Carbon Copy) field with this system email address. When you receive an email you wish to record, forward it to this email address. extendedReach automatically associates your email with the correct case or home. See the steps below for more information.

Automatic Tracking of Email Correspondence Process

Step #1. Your email must come from the email address associated with your extendedReach login (not your personal email) so the system identifies it’s validity.

Step #2. BCC (Blind Carbon Copy) your system’s email address when you want to save a copy of the email you are sending.

Each extendedReach system, has a unique email address assigned to it. The address is the system’s website prefix + “”. You can see this website prefix when you are logged in to extendedReach (it is the word before “” in the website address).

Image: Assigned Email Address

Step #3. Identify which case or home to associate the email with by referring to a Case or Home # in the subject line within brackets.

For cases, add the Agency Case Number(s) in brackets within the subject of the email. You can also record the email activity automatically in extendedReach by using the client's email address when sending the email in the "To" field. 

Image: Case Number Location

Image: BCC Email for a Case

To send an email to multiple cases, include a comma between the case number. Here's an example: [101, 102, 103]. An email subject line ending with these 3 case numbers will store the email to the case file of those 3 cases. 

Step #4. If the case cannot be located, or if the system couldn’t identify the validity of the sender’s email address, extendedReach will automatically reply asking you to manually match the email with a foster home.

Image: Cannot File Email Reply Example

Click on the blue hyper-link in the email and select the correct items from the drop-down menus. Once finished, click on "File Email". 

Image: File Email for a Case

Step #5. If the case is located, extendedReach will add a copy of the email to that case’s “Case File” as an email activity.

Image: Email Auto-Filed for a Case