How email job matching works
How email job matching works
When you connect Gmail or Outlook, VanMan automatically scans every incoming and outgoing email for job numbers. When it finds a match, the email is linked to that job and visible to your whole team.
What VanMan looks for
VanMan searches the email subject line for patterns that match your job numbering format. Common formats include:
- Job #1234
- VM-1234
- RE: VM-1234 — Smith Move
If the subject contains a valid job number, VanMan captures the email against that job. This works for both emails you receive and emails you send.
Where captured emails appear
Matched emails appear on the job's Messages tab alongside SMS and in-app messages. You will see the sender, subject, body, timestamp, and any attachments. The full email thread is preserved so your team can follow the conversation.
Include the job number in your email subject lines when emailing customers. VanMan's message templates do this automatically, so customer replies are always matched.
What happens if there is no match
If an email does not contain a recognisable job number, VanMan ignores it. The email stays in your inbox as normal and is not captured in VanMan.
Attachments
When a matched email has attachments — photos, documents, PDFs — VanMan downloads and stores them against the job. They are available to your entire team from the job detail page.
Email matching works identically for both Gmail and Outlook. The provider you connect does not affect how matching works.
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