How client email reaches Tallify
How Tallify reads the practice's and each adviser's mailbox, decides who sent an email, and routes approvals, fact finds, documents and client messages.
The mailboxes
Tallify reads the practice's mailbox, and each adviser's own mailbox once they connect it in Settings, Your setup. Mail is read as it arrives. It is routed by sender: a reply from a registered adviser carrying an AD- reference and the draft's reply reference is an approval decision; a message from an address on the client register is a client email; a fact find, review or document is filed or becomes an intake.
Who really sent it
An email is taken to be from the address in its From line. From an address on a client's record it is that client's: a returned fact find links to them, their documents are filed, and their requests raise office tasks. Because a From line can be forged, the gates are the office's review before a commit and the approval of every email to a client. A practice can ask for the stricter check instead, where an email counts only when its own mail server confirms the sender (a DMARC, DKIM or SPF pass). An email from an address on no record is kept and flagged for the office.
Getting client mail in
The simplest way is for each adviser to connect their own mailbox in Settings: Tallify then reads messages from clients there and sends from it. Otherwise the adviser forwards a client's email to the practice's mailbox (a mail rule can do this automatically while keeping the client as the sender).
The drafted reply
The client's message is logged, read against the record, and a reply is drafted in plain language, in the adviser's name, on de-identified content, limited to factual and administrative matters. At most five replies a day are drafted for one sender and sixty for the practice, and none once the day's drafting budget is spent; the message itself is always kept. It appears under Approvals, Messages, with Open thread. See Replies to clients.
The thread page
The thread shows the client's message and the draft. Edit the text, then Approve & send or Reject. The reply goes from the adviser's own mailbox, or from the practice's in the adviser's name with Reply-To set to the adviser, and keeps the client's subject line. Every reply carries the practice's email signature.