Not all communication with customers goes through Bas. Sometimes you’ll receive a floor plan by email, confirmation of a parking suspension, or specific requests from the customer. With email forwarding, you forward those emails to Bas so you can link them to the right case file. This way, all relevant communication is kept in one place.
How does it work?
Bas has a unique email address linked to your account. Emails you forward to this address end up under Communication in Bas. From there, you link them manually to the right case file.
Step | What happens |
Forward | You forward an email to the Bas email address |
Receipt | The email appears under Communication in Bas |
Link | You link the email to a case file |
Save | You can copy attachments to the case file’s documents |
Step 1 - Look up the Bas email address
You’ll find the unique email address in Bas’s settings.
Go to Settings > Method > Features
Scroll all the way down
You’ll see a unique email address (this is specific to your account)
Click Copy to copy the address to your clipboard
Expected result: You’ve copied the Bas email address.
Tip: Save this email address as a contact in your email program (e.g. under the name “Bas email address”). That way, you won’t need to look it up every time.
Step 2 - Forward an email
Now that you have the address, you can forward relevant emails.
Open the email you want to link in your email program (Outlook, Gmail, Thunderbird, etc.)
Click Forward
Paste the Bas email address into the To field
Click Send
Expected result: The email (including attachments) is forwarded to Bas.
Step 3 - Link an email to a case file
The forwarded email appears in Bas under Communication. From there, you link it to the right case file.
Go to Communication in Bas
You’ll see the forwarded email in the list
Click the email to open it
Click Link to job
Enter the case file number or search by customer name
Select the correct case file
Click Link
Expected result: The email is linked to the case file and visible under that job’s communication.
Step 4 - Save attachments as a document
If the email contains attachments (floor plan, photo, PDF), you can save them directly to the case file’s documents.
Open the linked email in the case file
Click Copy to documents
The document is added to the case file’s document list
Expected result: The attachment is now with the case file’s documents.
Tip: When copying to documents, you’ll be asked whether you want to make the document visible in the app. Turn this on if your removal crew need to be able to see the document (e.g. a floor plan or parking suspension). Leave it off for internal documents.
Note: The “visible in the app” setting can not be changed once uploaded. If you want to change it, you’ll need to delete the document and upload it again.
Which emails should you forward - and which not?
Not every email needs to be in Bas. Only forward communication that’s relevant to carrying out the job.
Do forward | Don’t forward |
Floor plans and drawings | “What time will you arrive?” |
Parking suspensions | General questions about the removal |
Specific customer requests (e.g. extra packing work) | Informal confirmations |
Arrangements about access or keys | Quote requests (these go through the sales process) |
Documents from clients (packing instructions, special requirements) | Internal emails |
Limitations
There are a few things you should know about email forwarding in Bas:
Limitation | Explanation |
Manual linking | You must link every email to a case file manually. There’s no automatic linking based on reference number or customer name |
Forwarding only | You can’t send emails back from Bas. Regular customer communication is done from your own email program |
One-way only | Emails only arrive in Bas if you forward them. There’s no automatic sync with your inbox |
Note: Automatic linking based on a reference number in the email is not possible. This is often requested, but is deliberately not built in. You forward the email and link it to the right case file yourself.
Tips
Save the Bas email address as a contact. That saves you searching. Give it a clear name such as “Bas - Case file email”.
Only forward what’s relevant. Bas isn’t an archive for all your emails. Only keep communication your colleagues need for carrying out the job.
Use “visible in app” deliberately. Your removal crew need to be able to see floor plans and parking suspensions. Internal emails don’t.
Employees in the field can also upload documents. Using the Bas Medewerker app, removal crew can add photos and documents to a case file themselves. Not everything needs to go through email forwarding.
Please note
No automatic linking. Emails are not automatically linked to a case file. You must always assign them manually via Communication.
“Visible in app” is final. This setting can’t be changed once uploaded. Check that you’re making the right choice before saving.
Forwarding is not a replacement for notifications. Automatic messages (quote, invoice, confirmation) go through Bas’s notifications. Email forwarding is intended for incoming communication you want to keep with a case file.
Next step: Setting up features - configure how Bas handles quotes, documents and customer communication.