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Arkata reads certain Planning Authority and BCA emails and files them against the right project, so you are not downloading attachments and updating records by hand.

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What you get

When a recognised authority email arrives at your firm’s Arkata address, the work is already done by the time you look:
  • The PDF is filed as a document on the right project.
  • A task is created where the email needs an action, carrying the deadline and the items to address.
  • The project timeline moves on where the email confirms a milestone, such as a permit approval or BCA clearance.
  • Your inbox tells you it happened.
See Supported email scenarios for what each email produces.

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What you need to do

Arkata finds the right project by reading a reference out of the email or its PDF. It cannot file anything if neither reference is there.
Put your project’s internal reference in every submission to the Authority. It is the main thing Arkata matches on, and it is the one piece of this you control.
Once the Authority assigns a PA reference, record it on the project. Several email types fill it in for you the first time they arrive, and it is the fallback when the internal reference is missing. See Project references.

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What Arkata will never do

Email filing is deliberately limited, so it cannot make a mess of your records.
  • It never creates a client.
  • It never creates a project.
  • It never changes existing project data beyond adding documents and tasks and ticking timeline phases.
  • If it cannot confidently match an email to exactly one project, it flags it for you instead of guessing.

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Repeated and unrecognised emails

Authority systems sometimes send the same email twice. Arkata spots the repeat and ignores it, so nothing is filed twice. Anything Arkata does not recognise is left alone and flagged for you. See When an email does not match.

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Next steps

Supported email scenarios

The eight email types and what each produces.

When an email does not match

What to do when nothing was filed.