E-mail to Database

The functionality allowing to process emails was recently added to TeamDesk.

This article describes how to relate emails to a particular customer record while automatically uploading it into your database.


For example, you would need to import customer notification emails into your Leads Management database.

The first step is enabling E-mail to Database feature.


As a result, a unique email address will become associated with a database. It can be used in “To”, “CC” or “BCC” email fields. You may also establish email forwarding to that address.


For instance, you may use such a ‘database’ address in “BCC” while sending an email to a customer.


As a result, a copy of this email will be loaded into the “Mailbox” table that was automatically created in your database when you first enabled “E-mail to Database” feature.


Please note:

· The system imports new emails every 3-5 minutes, so there may be a short delay within this interval.

· Please do not create references to the “Mailbox” table, since “Mailbox” content will be cleaned up periodically.

To relate emails to a customer registered in a particular Lead, you have to extract a corresponded Lead Id and keep it in the “Mailbox” table.

At first, create Many to Many relation between “Mailbox” and “Leads” tables and add the match condition To=E-mail. It means that a customer email from the “To” field of the “Mailbox” has to match a customer e-mail from the “E-mail” field of the “Leads” table.


Add a Summary column with Index function to the “Mailbox” table. Let’s name this column “Lead Id”. It will help to select the Id number of a lead that is holding customer email address.


Now you need to transfer emails’ data from the “Mailbox” to the “Notes & Attachments” table. This can be done by utilizing a Record Change Trigger with a filter, created for the “Mailbox” table.


Add a “Record Create” Action with assignments that will transfer email data from “Mailbox” to corresponding columns of the “Notes & Attachments” table. Don’t forget to assign “Lead Id” column values to the existing “Related To” reference column in order to relate emails’ data to a particular customer.


As the result, email data will be stored and displayed as “Notes & Attachments” records related to a customer.