Emails created or received in the groupware

If you create emails from a correspondence in the CRM, they are automatically checked in to the database.

This is different if you have created, sent or received emails directly using your email program. Then, the mail needs to be synchronized, i.e., checked in.

Of course, you can create emails without using JustRelate CRM, but take into consideration that a CRM system lives from the history of data and information. This is why it is required to manually synchronize all emails that are important to cases or contacts.

Emails that you receive can be stored in the CRM as email of the sender through Synchronization. You can find them as "incoming email" in the Activities tab of the external person (sender).

  1. Open the email program.
  2. Select one or several emails in the email program, or open an email that you want to synchronize.
  3. In the toolbar of the email program, select JustRelate CRM / Synchronize selection for marked emails, or select JustRelate CRM / Synchronize in the toolbar if the email has been opened.
  4. If necessary, confirm the time-limited access of the CRM to the e-mail program by activating the Grant access flag for at least one minute. Switch to the CRM to check for duplicates.
  5. Switch back to the email program.
  6. A system message informs you how many entries have been synchronized.
  7. Switch to the CRM and check the entries of the contact concerned.

In the same manner, you can synchronize emails you created outside of the CRM into the CRM system, regardless of whether data from the CRM database is attached to them or not.

Depending on whether an email has been sent or received, the CRM assigns it a recipient and a sender. For incoming emails, the logged-in user is usually the recipient, and the sender is the sender. For outgoing emails, it is typically the other way around.

Attention

Attention: Do not select too many emails at once. It must be ensured that the sender and the recipient of the email are known in the CRM database. Otherwise, the system cannot associate the email.

Dragging and dropping email attachments from MS Outlook to the CRM

You can check in attachments from MS Outlook emails to the CRM using drag and drop without check­ing in the email itself. The attachments are stored in the CRM document database after specifying a "Type" in  the modal document form and closing it. If you drop the attachment onto a document structure or document relation tab, then the document usage is created as well.

You can use this feature, for example, if you frequently send or receive blank emails with documents.