How does the office's email work?

The office has an email address of its own. You see it in ErgoMail, in the left-hand column, as The office address. Whatever arrives there opens a conversation in ErgoMail, and your reply goes out from the same address. If the office's name in the address changes, the old address still reaches the same office. How you read and answer is in the article How do I read and answer the office's messages?.

What happens to incoming attachments?

They are kept with the email: up to 10 files an email, each up to 10 MB and 25 MB in all — PDFs, images, Office documents, DWG/DXF and ZIP. They count in the office's space in ErgoCloud, on the Summary's Office email line; under Largest files you find them with Email. To a project… links an attachment to a project, without a copy; it leaves the project's files with Remove from the project and stays with the email — it is not deleted from there.

Whatever is not kept — another type, a larger file, a full space or the office's daily attachment limit reached — is written in the conversation with its name and the reason; the email arrives as usual. If one sender sends too many emails within an hour, or too many reach the office in all, the extra ones open no conversation, and neither their text nor their attachments are kept.

How do I see an email as it was formatted?

An email that arrives opens as plain text first. If the sender sent it formatted, under the text you find Formatted, and Plain text takes you back. Images from the internet are not loaded, so the sender cannot tell when you opened the message; Show images loads them for this email, this time. A link whose text names one place but goes to another has a warning beside it with where it really goes.

Who sees the office's emails?

Whoever has the View office messages permission; answering also takes Answer and manage office messages, and moving to Deleted takes Delete office messages. Their attachments in ErgoCloud are seen by them alone. An attachment saved into a project's files is also opened by whoever sees the project's content — the file only, not the email.

What happens to unwanted mail?

An unwanted email goes to Spam: it opens no conversation, sends no notification and its attachments are not kept — only their names. Spam is an email that fails the check of its sender's address, brings an executable file — even inside a ZIP — or is little more than links.

Not spam opens a conversation for the email and makes its sender trusted: their next emails are not marked as spam for carrying many links, as long as their address passes the check. An email that fails the check or brings an executable file always goes to Spam.

What happens to a conversation I delete?

It goes to its box's Deleted: every box has its own, and a personal box's Deleted is seen by its owner alone. It stays there for 30 days; its line says how many are left. Restore brings it back to the list, and a new email in the conversation brings it back by itself. After 30 days, or with Empty, it is deleted permanently with its emails and attachments; an attachment linked to a project stays in the project.

Do I send files as attachments or as a link?

You do not have to decide. The files you choose go inside the message while they fit — the new message window states the limit; the rest, starting from the largest, go as ErgoCloud links. Beside each file you see whether it will go as an attachment or a link.

For links you choose the Link lifetime. A link that was sent shows in the conversation, under File links, and End now stops it opening at once.

What does «Not delivered» mean?

That the email did not reach its recipient — usually their server sent it back. The short reason shows under the email in the conversation.

If an address sends an email back for good, or its recipient marks it as spam, the office does not write to it again: a new email to it stops with a message before it leaves. A temporary bounce does not close it.

If many of last week's emails bounce or are marked as spam, the office's email sending stops and a strip in ErgoMail says so. Incoming email goes on as usual. Sending reopens once the Ergothiki team has reviewed it.

Can a member have an email of their own?

Yes, when the office's plan includes personal email. Whoever manages the members creates it in ErgoMail › Settings › Addresses — for every active member, whatever their role; a member does not create their own. An address on ergothiki.gr never changes and is never given to anyone else. If the office has connected a domain of its own, new addresses are made there, and ergothiki.gr stays a choice. On your own domain a name changes freely or is removed, as long as the box keeps another address, and a box can take a Second address on the same domain (it always sends from its main one); a box that has only its ergothiki.gr address gets a name on the domain with On the domain, and the old address keeps arriving in the same box. If the office's site already has a domain of its own with confirmed ownership, ErgoMail offers it under Your domain and connects it in one press, without a second TXT record.

A member without the Office messages permission opens ErgoMail with their own box only: they do not see the office's box, figures or settings, and they send only from their own address.

In ErgoMail's Settings, under My own, Download my data prepares all the mail of your own box as one ZIP file — each email as an .eml file, and a list. Only you can download it; the link works for 24 hours and the file is kept for 7 days.

When a member is deleted from the office, their personal box closes: it takes no new emails, nobody opens it — not even the office's owner — and its messages are deleted permanently after 30 days. Its address is never given to anyone else.

Ergothiki's support team does not see your mail. If it needs it for a support request, the office's owner can open the office's box to it from that request for 24, 48 or 72 hours, and each member their own box from their own request. The access is read only, every opening is written to the office's History, and it can be taken back whenever you like.

What arrives at your own address is seen by you alone — not even by the office's owner — and only you are notified; the same goes for its attachments in ErgoCloud. They count in the office's space, on the Summary's Personal email line; whoever runs the office sees only how much space all the personal boxes take together, never what is in them. In a new message, From lets you choose whether it leaves from your own address or the office's. Which one is chosen to begin with you set in ErgoMail's Settings, under Which address I send from; a reply always leaves from the conversation's address. If the plan stops including personal email, new messages go to the office's email, with a line saying whom they were written to.

How do the emails the office sends look?

In ErgoMail, Settings has two tabs. Office is changed by whoever may change the office settings, and applies to every email that leaves the office. There you choose the Email template: Plain — the default, only the text and the signature —, A · Simple with the logo and name at the top, B · Band with a band in the office's colour, or C · Card with a business-card signature. For the colour there are four ready ones and Other colour; a colour that white text does not read on is not accepted.

The logo, the name and the office's details come from Settings → Office → Office details and Logo, and are changed there, for everything at once. Every email also leaves as plain text, for whoever does not see formatting, and ends with the line «Sent with Ergothiki». Ergothiki's own emails — invitation, password, notifications — do not change.

On both tabs, beside the form, the Preview shows the email as it will leave — on Computer or Phone — and changes as soon as you change something, before saving. On the Office tab, Send me a test email sends a message with the saved settings to the email you sign in with; it counts towards the daily sending limit.

Which signature goes under my email?

In the My own tab, which is yours alone, you write My signature: name, title, phone, mobile. Your name is always there, so the recipient knows who wrote; if you write no other, it is your account's name. The office's details go under your signature too, unless you turn that off. If you have not written a signature of your own, under your name goes the office box's signature from the Office tab — or, when that is empty, the office's details.

How do I hear that a new email has arrived?

In the same tab you choose what we send to the email you sign in with. At once, for every new email — the default: a short notice with the sender, the subject and a button to open it in Ergothiki. One summary a day, at 08:00, by the office's clock: what arrived in the last 24 hours in the boxes you see and you have not opened yourself — up to 10 lines and the number of the rest; when there is none, nothing is sent. None: no email at all. Either way the new email shows in ErgoMail and on the bell.

The email itself — its text and its attachments — never leaves Ergothiki, and is not forwarded in full to another mailbox: that way the customers' details stay in one place, the conversation does not split in two, and the office's address is not put at risk of being marked as spam.

How do we put the email on our own domain?

In ErgoMail's Settings, under Your domain, you type the domain and press Check. The first step is Ownership: the page gives a TXT record named _ergothiki with a value only for your office, which you add at the company where the domain's DNS is today. After Check — or on its own, within 72 hours — it says Confirmed and the next steps open: the records, the email, the nameservers and the addresses. Until then nothing changes on your domain; if another office confirms it first, the request closes.

How do I add a DNS record — company by company

The Ownership TXT goes to the company where the domain's DNS is today: usually where you bought it; if you have switched to other nameservers (your hosting's, say, or Cloudflare's), there. It is the only record you write yourself: at the Nameservers step you change the nameservers at that same company, and from then on ErgoMail keeps the domain's records. The same rules hold at every company:

• Name (Host): type only the part before your domain; the company adds the rest itself. For your-office.com the TXT is written _ergothiki. Typed in full, the record ends up under the wrong name (_ergothiki.your-office.com.your-office.com) and is never found. A record on the bare domain itself is usually written @.
• Value: paste it exactly as the page gives it, with the copy button.
• TTL: the default, or the lowest value on offer.

Papaki

In the right-hand menu, Domains & Products → your domain → Domain & DNS → DNS Management → Edit DNS zone. There press +Add, pick the record type, type the name (for the root leave the field empty — Papaki does not want @), paste the value and press Save. Leave the records Papaki has already put there: its free services stop without them.

Top.Host

When the DNS lives in a Top.Host hosting plan: myTophost Panel → sign in to the plan's Plesk → the Websites & Domains tab → Hosting & DNS → DNS → Add Record. Pick the type, put the prefix in Domain name (empty for the root), paste the value and finish with Update.

GoDaddy

Domain Portfolio → your domain (the Domain Settings page) → DNS → Add New Record → the type. In Name type the prefix without the domain (@ for the root), paste the value and press Save. If the domain has Domain Protection, GoDaddy also asks for a verification code.

Namecheap

Domain List (on the left) → Manage next to the domain → the Advanced DNS tab → Add New Record → TXT Record or CNAME Record. The prefix goes in Host (@ for the root), the value in Value → Save All Changes.

Cloudflare

Your domain → DNS → Records → Add record → type, name (the prefix), value → Save. On a CNAME record set Proxy status to DNS only (grey cloud), not Proxied (orange): that is Cloudflare's own rule for a website hosted elsewhere and for verification records. TXT records are always DNS only.

Hostinger

With hosting: Websites → your website → Advanced → DNS Zone Editor. Domain only: Domains → your domain → DNS / Nameservers. Fill in the type, Name (the prefix, @ for the root), the value and the TTL (the default will do) → Add Record. This works while the domain uses Hostinger's nameservers.

Another company

On the domain's page look for «DNS», «DNS zone», «DNS Management» or «Advanced DNS» → new record → type → the name without the domain → value → save. If you cannot find it, write to the company's support that you want to add a record to the domain's DNS — it is an everyday request.