Mail Converter enables you to configure your mailbox to scan your emails and create appropriate entities in Joforce.
You’ll also need to define rules to specify what actions should be performed on your emails.
Your emails are scanned automatically unless you’ve disabled the Mail Scanner task in Scheduler. Mail converter offers you a way to manage all your incoming emails efficiently. Configure your mailbox, then the mail converter automatically scans all your incoming emails and takes appropriate actions in Joforce CRM.
- Click on Left SideBar→ Settings → Navigate to the Automation section → Mail Converter → Click on Create MailBox Now
- If there is any existing MailBox, Click on Add MailBox in the top right corner.
Configure your MailBox #
You can configure your own mailbox in Joforce CRM, to automatically scan all your incoming emails. You can configure different mail for different MailBox.
- Add your Mailbox info
- Scanner Name – Add a label of your choice(For your reference)
- Server Name – Provide your IMAP server name
- UserName – Add your unique mail client username
- Password – Add your mail client password
- Protocol, SSL Type, SSL Method – Configure this based on your Mail Server
- Look For – choose the appropriate option
- All – To scan all your emails
- Unread – To scan only the unread emails
- After Scan – Mark your emails as Read or Unread after scanning them.
- Status – Enable the checkbox to make it active
- Time Zone – Choose your Time zone.
- Once done, click on Next.
Select your mailbox folders to scan emails #
Once you configured your mailbox, all the available folders are displayed here.
- Enable the checkbox to choose the folders, on which you need to scan the emails.
- Click on Next
Rule condition #
- From – Compares your given input against the incoming email FROM address
- To – Compares your given input against the incoming email TO address
- Cc – Compares your given input against the incoming email CC address
- Bcc – Compares your given input against the incoming email BCC address
- Subject – Compares your given input against the incoming email subject with respect to the condition selected (Contains, Not Contains, Equals, Not Equals, Has Ticket Number, Begin, End, Regex)
- Body – Compares your given input against the incoming email message with respect to the condition selected (Contains, Not Contains, Equals, Not Equals, Begin, End)
- Match
- All Conditions – All the defined conditions should be satisfied
- Any Conditions – Any one of the defined conditions should be satisfied
Rule actions are done in Joforce CRM #
After configuring all the necessary information, Mail Converter can automatically scan all your emails and create necessary entities in Joforce CRM. And it also attaches your important emails with the appropriate CRM record.
Creation of new records in Joforce CRM #
- Create Lead – Create a new Lead record in Joforce CRM
- Last Name → Your Email Subject(In case of a subject is empty, the email FROM address is configured)
- Primary Email → Your email FROM address
- Description → Email Message
- Assigned To → Selected based on the Rule defined
- If attachments are included, then a new document is created and attached to the Lead record
Create Contact – Creates a new contact record in Joforce CRM
- Last Name → Your Email Subject(In case of the subject is empty, the email FROM address is configured)
- Primary Email → Your email FROM address
- Description → Email Message
- Assigned To → Selected based on the Rule defined
- If attachments are included, then a new document is created and attached to the Contact record
Create Organization – Creates an organization record in Joforce CRM
- Organization Name →Your Email Subject(In case of the subject is empty, the email FROM address is configured)
- Primary Email → Your email FROM address
- Description → Email Message
- Assigned To → Selected based on the Rule defined
- If attachments are included, then a new document is created and attached to the Organization’s record
Create Ticket (with contact) – Creates a new support ticket in Joforce CRM
- Title →Your Email Subject
- Contact Name → Check the availability of an existing contact based on the email FROM address and add the name. If not, creates a new contact record in Joforce CRM
- Description → Email Message
- If attachments are included, then a new document is created and attached to the ticket record
Update Ticket – Update the existing ticket in Joforce CRM
- Comment → Email Message
- Choose Regex in the Subject field drop-down, and paste the code Ticket Id[^:]?: ([0-9]+) in the given text area
Attaching emails to appropriate records #
Mail converter automatically attaches your essential emails and documents with the appropriate Leads, Contacts, and Organization records in Joforce CRM.
- Check the email based on FROM and TO address and create the email record and attach it with the appropriate Lead, Contact, or Organization record. If attachments are included, then a new document is created and attached to the record.
- Add To Lead (FROM) – Checks for the appropriate Lead record in Joforce CRM using the email FROM address and attach the email
- Add to Lead (TO) -Checks for the appropriate Lead record in Joforce CRMs using the email TO address and attach the email
- Add To Contact (FROM) – Checks for the appropriate Contact record in Joforce CRM using the email FROM address and attach the email
- Add to Contact (TO) – Checks for the appropriate Contact record in Joforce CRM using the email TO address and attach the email
- Add To Organization (FROM) – Checks for the appropriate Organization record in Joforce CRM using the email FROM address and attach the email
- Add to Organization (TO) – Checks for the appropriate Organization record in Joforce CRM using the email TO address and attach the email