Linking Emails to Contacts and Orders

Find it in Conversations in the left sidebar. Open any email thread, and the header is where you link it to the right contact and orders so the conversation sits beside the rest of that customer's work.

Linking is what turns a plain inbox into MonuDesk. Each thread is one conversation per person, and once you link it to a contact and an order, the email surfaces next to that contact and shows up in the right place across the app.

Linking a contact to a thread

When a thread isn't linked to anyone, you'll see a banner at the top inviting you to create a contact or link an existing one. Click it to either pick a contact that's already in MonuDesk or create a new one on the spot.

MonuDesk also links contacts for you automatically. When a new thread arrives, if exactly one active contact matches the sender's email address, that contact is linked for you. If no contact matches, or if two or more do, the thread is left unlinked so you can choose the right one yourself.

You can change or remove the linked contact at any time from the thread header.

What the Customer, Cemetery, and Vendor badges mean

As soon as a contact is linked, the thread is automatically sorted into a category, shown as a colored badge. You don't set this by hand. It's derived from the linked contact's type:

• Customer: the contact is a Family, Funeral Home, Monument Company, Retail, or Other contact.

• Cemetery: the contact is a cemetery.

• Vendor: the contact is a vendor.

A thread with no linked contact is Uncategorized. Because the badge follows the contact's type, changing the contact's category in Contacts updates how its emails are grouped here too.

Linking one or more orders

From the thread header you can also link the conversation to an order. If the thread isn't linked yet, you'll see a Link to a related order? banner. Click Link an order to pick from your order list, or Choose different to swap the one you picked.

A single thread can be linked to multiple orders, which is useful when a customer's email touches more than one monument or job. Each linked order shows as a blue chip in the thread header.

To remove an order, reopen the order picker from the header and unlink it. Linking and unlinking takes effect immediately and updates in real time for your teammates.

Attaching files from a linked order

Once a thread is linked to an order, you can attach files that already live on that order without digging through your computer. In the composer, use attach from order to pick from the files on the linked order (drawings, documents, anything already uploaded there), and they're added straight to your reply.

Finding threads that still need linking

The rail above your conversation list has an Unlinked filter. Click it to see every thread that has no contact linked yet. These are the conversations that didn't auto-match to a single contact. It's the quickest way to clean up your inbox and make sure each email is tied to the right person.

How linking ties into your Contacts

Linking is what makes email part of a customer's full history. When a thread is linked to a contact, that conversation belongs to the same record you manage on the Contacts page, the one that already carries the customer's orders, decedent names, payments, and files.

Linking an order to a thread connects the email to that order's work, so when you're composing a reply you can pull in order details and attach the order's own files. Together, contact and order links keep a customer's emails, orders, and paperwork all pointing at the same place instead of scattered across separate inboxes.

Related articles:

• How to Manage Contacts

• How to Open an Order

• How to View and Download Documents