email capture - salesnexus · email capture is a tool that allows incoming and outgoing emails to...
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Email CaptureHow it works and
How to set it Up
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Table of Contents
What is Email Capture? 3
How It Works 3
Process Overview (Client action items) 3
Step 1 3
Step 2 3
Step 3 10
Additional Setup 10
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What is Email Capture?Email capture is a tool that allows incoming and outgoing emails to be recorded into your SalesNexus database. These emails are saved to each contact record in noted history. In order for this to work, a dedicated email box must be set up just for email capture, com-pletely separate from other email boxes and is not accessed by any users.
How It WorksThis service works by checking a dedicated mailbox for new emails sent to you or from you. This box is not one that is used by someone, but rather a dedicated email box that is just used for email capture to receive and send emails to the SalesNexus database. When an email is sent to you, your email account will automatically forward a copy of the email to this second dedicated email box. This dedicated email box will then send the email to SalesNexus where it is automatically logged with the proper contact. When you send an email, a copy of that email is also sent to the second dedicated email box where it is also send to SalesNexus and logged. For each email, the addresses of the sender and receiver are compared with the email address of each contact in your database. Therefore, the email address of the contact must be entered in the SalesNexus contact profile. When a match is found, that email is logged in the proper contact’s history.
Before we start this service, you’ll need to set up a few things on your end.
Process Overview (Client action items)
Step 1Create a new dedicated email mailbox that will be used exclusively for Email Capture. No matter how many users you have, only one dedicated mailbox is needed.
EX: [email protected] or [email protected]
Step 2To track incoming emails, you will need to change your email server settings. For the email address of each SalesNexus user, set the server to send a copy of all incoming emails to the dedicated mailbox you created. Outgoing emails also need to be copied to the email capture mailbox. If your email server allows you to copy outgoing email to the email cap-ture, please configure this now as well.
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NOTE: This service does not take the place of your current email client, be sure that your primary mailbox is still receiving a copy of your incoming email.
Obtain the following information from your email host/provider:
1) Host/Server2) Protocol (IMAP or POP)3) Host address, port and password
Copying incoming/outgoing emails on Exchange 2007/2010 to another mail-box for Email Capture
For Microsoft Exchange Servers, we can configure a certain email account to forward mes-sages to another mailbox, but this would only be enabled for the incoming messages and does not support forwarding of outgoing messages, therefore this process is not recommended.
As an alternative we set up an additional mailbox and set up Exchange to copy the incom-ing and outgoing messages as required. The goal of this article is to provide detailed infor-mation on how to set it up. This information is provided presuming that an archive mailbox has been already created.
Start with opening the Exchange Management Console and navigating to Organization Configuration -> Hub Transport
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Organization Configuration—Hub Transport
On the Actions list select New Transport Rule. The New Transport Rule wizard will be pre-sented.
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New Transport Rule—Introduction
Type in a Name for the transport rule and optionally a comment explaining the rule and than click on Next. Follow by selecting the rule conditions.
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New Transport Rule—Conditions
Select the conditions based on which the emails need to be copied. In case of the emails being sent from organization, the most likely option is to select From People. This action will fill in the conditions at the bottom of the screen and provides a link to select the list of senders from which the sent emails need to be copied. Once all condition are selected, continue by clicking Next again. The following screen will allow you to choose the desired actions.
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New Transport Rule—Actions
The Action screen allows you to select what to do with the messages. There is a wide range of options, but in our scenario the best option is to use the Blind Carbon Copy (BCC) mes-sage to. Selecting this option will again enable the link to choose where to BCC the mes-sages. In this step we can pick the Email Archive mailbox that has been previously created. When the destination is selecting, continue to the next screen. The exceptions screen will be displayed.
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New Transport Rule—Exceptions
This screen, as all the others, presents a long list of exceptions that can be selected. Fol-lowing our scenario, the obvious option would be excluding emails sent to the person who will be reviewing the emails as that could cause duplication of emails. Finish following to the Summary screen.
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New Transport Rule—Summary
On the final screen you can review the selected options, make sure all look good and save the new rule by clicking the New button.
Following this procedure a similar rule can be created for incoming messages, adjusting the options accordingly.
*** Be sure to replace [email protected] to the email capture address provided by the SalesNexus Staff.
Step 3Visit us at http://support.salesnexus.com/step-8/ to submit your request to complete Email Capture Service.
Additional SetupIf your email server will not automatically copy outgoing emails, you will need to configure your email client to do this for you. There are two options in this case:
1) Forward email to mailbox on SalesNexus server
2) Create rule to auto bcc all outgoing emails to mailbox
If you need help setting these options up, we can help. Additional charges apply.
Watch a video on this process here:
https://www.salesnexus.com/self-guided-quickstartemail-capture.html