Automatic email import

Next to appointment synchronization, the CRM Groupware Connector also supports importing emails automatically.

The automatic email import searches for a folder or label named "PiSAsales" in the email inbox (spelled exactly like this). It's not important whether "PiSAsales" is directly in the "Postbox", under "Inbox" or anywhere else. Should there be several "PiSAsales" folders, the groupware uses the first one it finds. All emails the system finds in "PiSAsales" are automatically imported into the CRM and moved afterwards to "already imported" below "PiSAsales". The area "already imported" it is automatically created in "PiSAsales".

Info

Admin: The name of this area originates from the message PSA_SYN_GWC_JOB_EMA_DON and thus follows the language of the CRM user.

Note: If there are strict rules for selecting the emails to be imported, you may want to create a corre­sponding filter in MS Outlook that automatically moves the incoming messages concerned to "PiSAsales". Otherwise, this can of course be done manually as well.

Procedure

To use this feature, follow these steps:

  • In the groupware, create an email area named "PiSAsales", in Google a label with this name.
  • Check the E-mails import option in the CRM in the My data profile menu via the function bar, Configuration/Server Groupware in the Groupware tab. Like with appointment synchronization, this requires the access credentials to be provided.

Note: Using the environment variable PSA_EMA_IMP_GGL, you can simply import all emails, regardless of the label.

The emails are imported automatically by the Groupware email import job (GRW_IMP_EMA), a background service without a user interface.

No import dialog is displayed. A message is sent to all recognized email recipients after the emails have been imported. They can then be assigned to cases in the CRM as needed.

Extended automatic email import

Info

Admin: For the customizer, there are two Powershell scripts that support the following extensions for automatic email import:

  • Automatic import of incoming emails from a specific recipient to the CRM.
  • Automatically import incoming emails to JustRelate CRM that respond to an email sent via the CRM.

Extended email import job

The email import job can import emails from any subfolder of the "PisaSales" folder in the Outlook inbox, and pass the name of the respective email subfolder to the import handler. Thereby the prerequisites for implementing customer-specific rules through customizing are met, e.g., project assignment based on the subfolder, or automatic creation of follow-up activities.

Info

Admin: The import of emails from subfolders can be activated via the environment variable PSA_SYN_GW­C_JOB_GET_REC = y. Project assignments depending on the subfolder is done by the import handler. In DynJav, you can change the field to be used for matching the folder with the project. The name of the import handler must be passed to the job PRC_EMA_IMP_QUE as a parameter (job parame­ter string += " HCL:=$CSO_EMA_HDL").