Mail Convertor

Mail converter offers you the way to efficiently manage all your incoming emails. Configure your mail box, then mail converter automatically scans all your incoming emails and take appropriate actions in Joforce CRM.

  • Click on Profile icon → Settings → Navigate to the Other Settings 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 you Mail box 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

  • Pasword - Add you 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 - To mark your emails as Read or Unread after scanning it.

  • Status - Enable the checkbox to make it as active

  • Time Zone - Choose your Time zone.

  • Once done, click in 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 condition should be satisfied

    • Any Conditions - Any one of the defined condition should be satisfied

Rule actions 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 attach your important emails with the appropriate CRM record.

Creation new records in Joforce CRM

  • Create Lead - Create a new Lead record in Joforce CRM

  • Last Name → Your Email Subject(In case of 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 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 Organisation - Creates a organisation record in Joforce CRM

  • Organisation Name →Your Email Subject(In case of 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 Organisation 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 convertor automatically attaches your important emails and document with the appropriate Leads, Contacts and Organisation record in Joforce CRM.

  • Check the email based on FROM and TO address and create the email record and attach it with the appropriate Lead or Contact or Organisation 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 email FROM address and attach the email

    • Add to Lead (TO) -Checks for the appropriate Lead record in Joforce CRMs using email TO address and attach the email

    • Add To Contact (FROM) - Checks for the appropriate Contact record in Joforce CRM using email FROM address and attach the email

    • Add to Contact (TO) - Checks for the appropriate Contact record in Joforce CRM using email TO address and attach the email

    • Add To Organisation (FROM) - Checks for the appropriate Organisation record in Joforce CRM using email FROM address and attach the email

    • Add to Organisation (TO) - Checks for the appropriate Organisation record in Joforce CRM using email TO address and attach the email