Review business email

Use this guide to review email ONYX1 Office has handled for you. Office can check each opted-in person’s own Microsoft 365 Inbox and can handle verified email forwarded through ONYX1’s existing email intake. The person selected to handle the message owns the work, and Office uses that person’s ONYX1 account and current role.

Turn on Office email handling

An owner or admin turns on email handling for the workspace. Each person then chooses whether Office can handle their mailbox.

1. An owner or admin opens Settings → ONYX1 Office, turns on Allow Office email handling for this workspace, adds the exact sender addresses used by the connected website form under Website form notification addresses, then selects Save Office email settings. Office skips those form notifications while the website connection is active because the form has already created the enquiry.
2. Each person opens My account. Under Office email correspondence, select Opt in to Office email handling.
3. To have Office check your Microsoft 365 Inbox, connect your own Microsoft 365 account. If it is not connected, select Connect Microsoft 365 on My account first. You can opt in to verified forwarded email without connecting Microsoft 365.
4. To forward business email to ONYX1, follow Bring website and email enquiries into Leads.

Review your correspondence

1. Open Office and find My correspondence.
2. Use All correspondence, New enquiries, Existing jobs or Needs review to narrow the list.
3. Check the sender, short summary, verification state, evidence and any linked customer or job. ONYX1 does not show the full message here. To check the original, open it in your own Microsoft 365 mailbox or in the email account where you received the forwarded copy. If evidence is incomplete or conflicting, check the original there before acting on a suggested link.

Office handles the same email only once if it arrives in more than one opted-in mailbox. It gives priority to a person whose mailbox is in the message’s To recipients. If there is no direct To match, a stable user ID order selects the person. The other person’s inbox shows whose mailbox is handling it.

If Office flags a Possible repeat email, compare it with the copy in your own email account. If the emails are the same, select the option to remove this copy. If they are different, select the option to keep both. ONYX1 does not show another person's email content; only the person who owns this copy can resolve it.

ONYX1 purges stored message content, attachment names, mailbox and Graph identifiers, private correspondence notes and action payloads 365 days after receipt. It purges them earlier if the linked enquiry, job or customer is deleted or the message is classified as not an enquiry. Tasks and variation records created from an email follow their own retention rules.

Content-free provider-event and duplicate-match hashes remain until 365 days after receipt only to prevent a retry or another opted-in Inbox copy from restoring purged content. Active cost-approval flags follow their own retention rules.

Who can see correspondence

Your My correspondence list and the Correspondence section on a job show only messages handled for you. The list shows a short summary, not the full message text. Sender verification and review notes stay in ONYX1 and are not part of a reply.

Owners and admins also see Workspace processing status across the team. It shows the mailbox owner, classification, work status and number of actions. It does not show another person’s sender, subject, message text or draft content.

Review a draft

If Office creates a Reply All draft for a message in your Microsoft 365 Inbox, the draft is saved in your own Drafts folder in the original thread. Select Open draft in Outlook, review it and send it from Outlook yourself. ONYX1 does not send the reply automatically. A forwarded email does not have a Microsoft thread in ONYX1, so do not expect an in-thread Reply All draft for that message.

The message by itself does not approve a variation or authorise extra work. A pending variation still needs a person’s decision in the usual review flow. See Variations and purchase orders for who can review one.

Owners and admins see Customer approval needed before extra cost on the job’s Correspondence card. After recording the customer’s applicable approval in the usual job record, tick I have recorded the customer’s applicable approval in the usual job record. and select Clear flag. The job activity history records who cleared the flag.

If something goes wrong

• If the workspace setting is off, ask an owner or admin to turn on Office email handling.
• If Microsoft 365 is not connected, connect your own account to have your Inbox checked. You can still opt in to verified forwarded email.
• If the inbox cannot load, refresh the page to try again.