You send and receive thousands of emails every day. You interact with your leads, clients, peers, etc., and emails are all piled up. Mail Converter enables you to configure your mailbox to scan your emails and create appropriate entities in Simply CRM. 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 Mail Scanner task in Scheduler.

Contents

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Configuring Mailbox

Step 1 : Mail Box Details

Step 2 : Select Folders

Step 3 : Creating Rules

Creating Entities in Simply CRM

Mail Converter can perform following operations on your emails –

1. Create Tickets
2. Update Tickets
3. Create Leads
4. Create Contacts
5. Create Organizations
6. Attaching Emails to Contacts (From/To)
7. Attaching Emails to Leads (From/To)
8. Attaching Emails to Organization (From/To)

Configuring Mailbox

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Mail Converter gives you the flexibility to configure your mailbox in Simply CRM. Your mailbox is scanned to perform appropriate actions on emails that meet the criteria.

Follow few simple instructions to configure your mailbox:

1. Click gear icon in the top right

2. Click CRM Settings

3. Click ‘Other Settings’ drop-down in the left

4. Click Mail Converter. You can click on pin icon next to it to add a shortcut to your settings home page

5. Click Create Mailbox Now-Configuring for the first time/Add MailBox-Setting up another Mailbox.

a) Create Mailbox Now – Configuring for the first time

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b) Add MailBox – Setting up another Mailbox

6. After completing either step a or step b from above it directs to the below page :

Step 1 : Mail Box Details

Fields Information

Scanner Name	Provide a label for your Mailbox. This is only for your reference.
Server	Provide your IMAP mail server name. For instance, imap.gmail.com for Gmail.
User Name	Provide your unique mail client user name
Password	Provide your email client password.
Protocol, SSL Type and SSL Method	Fill in these fields with respect to your Mail Server configuration.
Look For	Select All to scan all emails, select Unread to scan only unread emails.
After Scan	Your emails will be marked as read after the scan.
Status	Enable the checkbox to keep this MailBox in an active state.
Time Zone	Time zone of the IMAP server configured

Fill up the fields and click Next button.

Step 2 : Select Folders

Select the folders you would like to add from your email client into the Simply Mail Converter. After selecting folders click Next button.

Step 3 : Creating Rules

Rules are used to define the criteria on which your emails will be converted as appropriate entities in Simply CRM. Emails in your mailbox are scanned at regular intervals depending upon the frequency you’ve set in the Scheduler. When the emails are scanned, a lookup is done to check whether incoming emails meet the criteria defined in the Rules.

Rules can be set up as shown in the below step :

From	Compares your input criteria against the From field of the emails you’ll receive in your Inbox.
To	Compares your input criteria against the To field of email in your Inbox
Cc	Compares your input criteria against the Cc field of email in your Inbox
Bcc	Compares your input criteria against the Bcc field of email in your Inbox. This filter will only work when Bcc field of email in your Inbox is visible to you.
Subject	Compares your input against the Subject of your email with respect to condition selected (Contains, Not Contains, Equals, Not Equals, Begin, End, Regex)
Body	Compares your input against the Body of your email with respect to condition selected (Contains, Not Contains, Equals, Not Equals, Begin, End, Regex)
Match	All Conditions : All input conditions should be matched to perform Action. Any Condition : At least one input condition should be matched to perform Action.
Action	Select appropriate entity that should be created after conditions are all met.
Assigned To	You can configure to which User entities created in simply CRM through Mail Converter should be assigned ( This feature is there for Create Ticket, Update Ticket, Create Lead, Create Contact, Create Organization )

After setting up rules, click Finish

Creating Entities in Simply CRM

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After scanning your inbox emails, if they meet criteria defined in rules, appropriate entities are created in Simply CRM.

Following actions can be done on the email if it meets the criteria

Create Ticket	Creates a new trouble ticket record with the following information : Title = Subject of email Description = Body of the email Attachments of email will be linked to the ticket Also, lookup is done to check whether existing Contact/Organization record matches with the FROM field of the email, and ticket is associated to it, if found any
Update Ticket	Updates existing trouble ticket record with the following information: Comment = Body of email Select Regex in Subject field, and paste the following code Ticket Id[^:]?: ([0-9]+) in the text area
Create Lead	Creates a new lead record with the following information : Last Name = Subject of email ( If Subject of Email is empty, from email will be last name) Primary Email = From address of email Description = Body of Email Attachments of email will create documents in simply CRM attached to created lead. Assigned To : As set in Mail Converter Rule.
Create Contact	Creates a new contact record with the following information : Last Name = Subject of email ( If Subject of Email is empty, from email will be last name) Primary Email = From address of email Description = Body of Email Attachments of email will create documents in simply CRM attached to created contact. Assigned To : As set in Mail Converter Rule.
Create Organization	Creates a new organization record with the following information : Organization Name = Subject of email ( If Subject of Email is empty, from email will be Organization name) Primary Email = From address of email Description = Body of Email Attachments of email will create documents in simply CRM attached to created organization. Assigned To : As set in Mail Converter Rule.
Add to Contact[FROM]	Lookup is done to check whether existing Contact record matches with ‘From’ field of the email. New email record is created and attached to Contact record, if found any. If Email is having any attachments, new documents are created and attached to Contact record.
Add to Contact[TO]	Lookup is done to check whether existing Contact record matches with ‘To’ field of the email. New email record is created and attached to Contact record, if found any. If Email is having any attachments, new documents are created and attached to Contact record.
Add to Leads[FROM]	Lookup is done to check whether existing Lead record matches with ‘From’ field of the email. New email record is created and attached to Lead record, if found any. If Email is having any attachments, new documents are created and attached to Lead record.
Add to Leads[TO]	Lookup is done to check whether existing Lead record matches with ‘To’ field of the email. New email record is created and attached to Lead record, if found any. If Email is having any attachments, new documents are created and attached to Lead record.
Add to Organization[FROM]	Lookup is done to check whether existing Organization record matches with ‘From’ field of the email. New email record is created and attached to Organization record, if found any. If Email is having any attachments, new documents are created and attached to Organization record.
Add to Organization[TO]	Lookup is done to check whether existing Organization record matches with ‘To’ field of the email. New email record is created and attached to Organization record, if found any. If Email is having any attachments, new documents are created and attached to Organization record.