File Email

There are a few ways to File Emails to CRM.

1. File Email button on Explorer ribbon

2. File Email button on the Task Pane

3. Send and File on Email Compose window

4. Prompt and Send on Email Compose window

---

The email window will generally appear as follows for 1,2 and 4. 3 Does not show any window.

On the left we have 3 options

A. Email - this is the default and core email

B. Custom Fields - this is any custom fields from the communications entity

C. Documents - This only appears when there are attachments checked and this shows fields from the Library table in CRM

The user clicks Save to save the email to CRM.

When the email is saved the custom properties on the email will be set.

Properties added

   name:"CRM Status", value:"Filed"
   name:"CRM Filed To",value:"the value that was in the file email description",
   name:"CRM Filed Entity",value:"The entity type (company, person, case etc)",
   name:"CRM Comm ID",value:The SQL communication id,
   name:"CRM Filed By",value:"The users name who filed the email"

These fields are then available to display in the email list in outlook

Drag the fields to the list to add them.

---

File Email button on Explorer ribbon

This button will match the email using a tag if present and if not then using the email address. The match will be seen on the top with an icon.

---

File Email button on the Task Pane

This button will file the email against the current selected Entity

---

Send and File on Email Compose window

This button will match the email using a tag if present and if not then using the email address. No dialog will be seen.

---

Prompt and Send on Email Compose window

This button will match the email using a tag if present and if not then using the email address. The match will be seen on the top with an icon.

---

Customising

1. Custom Fields: This is controlled by the screen "AcceleratorCommunicationPicker" in CRM communiations entity

2. Documents: This is controlled by the screen "AcceleratorDocumentPicker" in CRM Library(Documents) entity

• Note that if you add in some fields like comm_status this can overwrite the default values that the system sets

---

In classic Outlook you can add in a custom field to show if the email has been filed or not

See

https://accelerator.crmtogether.com/index.php?title=Outlook_Filed_Mail_Flag

---

Notes: When emails are filed we set the field

 comm_outlookEntryID

(in the communication table) with the id of the entry and this flag shows that Accelerator set the value.

You could use this flag if you wanted to run a rule on these emails or report

select * From Communication where comm_outlookEntryID is not NULL order by 1 desc