{"id":31,"date":"2013-12-05T07:44:09","date_gmt":"2013-12-05T13:44:09","guid":{"rendered":"http:\/\/www.teamdesk.net\/blog\/2013\/12\/e-mail-to-database\/"},"modified":"2017-10-25T04:35:44","modified_gmt":"2017-10-25T09:35:44","slug":"e-mail-to-database","status":"publish","type":"post","link":"https:\/\/www.teamdesk.net\/blog\/whats-new\/e-mail-to-database\/","title":{"rendered":"E-mail to Database"},"content":{"rendered":"<p>The functionality allowing to process emails was recently added to TeamDesk.<\/p>\n<p>This article describes how to relate emails to a particular customer record while automatically uploading it into your database.<\/p>\n<p><a href=\"https:\/\/www.teamdesk.net\/blog\/wp-content\/uploads\/2013\/12\/211.gif\"><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-340\" src=\"https:\/\/www.teamdesk.net\/blog\/wp-content\/uploads\/2013\/12\/211.gif\" alt=\"21,1\" width=\"500\" height=\"269\" \/><\/a><\/p>\n<p>For example, you would need to import customer notification emails into your <a href=\"http:\/\/www.teamdesk.net\/leads_management.html\">Leads Management<\/a> database.<\/p>\n<p>The first step is enabling <a href=\"https:\/\/www.teamdesk.net\/help\/15.5.aspx\">E-mail to Database<\/a> feature.<\/p>\n<p><a href=\"https:\/\/www.teamdesk.net\/blog\/wp-content\/uploads\/2013\/12\/212.gif\"><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-341\" src=\"https:\/\/www.teamdesk.net\/blog\/wp-content\/uploads\/2013\/12\/212.gif\" alt=\"21,2\" width=\"500\" height=\"279\" \/><\/a><\/p>\n<p>As a result, a unique email address will become associated with a database. It can be used in &#8220;To&#8221;, &#8220;CC&#8221; or &#8220;BCC&#8221; email fields. You may also establish email forwarding to that address.<\/p>\n<p><a href=\"https:\/\/www.teamdesk.net\/blog\/wp-content\/uploads\/2013\/12\/213.gif\"><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-342\" src=\"https:\/\/www.teamdesk.net\/blog\/wp-content\/uploads\/2013\/12\/213.gif\" alt=\"21,3\" width=\"407\" height=\"86\" \/><\/a><\/p>\n<p>For instance, you may use such a \u2018database\u2019 address in &#8220;BCC&#8221; while sending an email to a customer.<\/p>\n<p><a href=\"https:\/\/www.teamdesk.net\/blog\/wp-content\/uploads\/2013\/12\/214.gif\"><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-343\" src=\"https:\/\/www.teamdesk.net\/blog\/wp-content\/uploads\/2013\/12\/214.gif\" alt=\"21,4\" width=\"307\" height=\"211\" \/><\/a><\/p>\n<p>As a result, a copy of this email will be loaded into the &#8220;Mailbox&#8221; table that was automatically created in your database when you first enabled \u201cE-mail to Database\u201d feature.<\/p>\n<p><a href=\"https:\/\/www.teamdesk.net\/blog\/wp-content\/uploads\/2013\/12\/215.gif\"><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-345\" src=\"https:\/\/www.teamdesk.net\/blog\/wp-content\/uploads\/2013\/12\/215.gif\" alt=\"21,5\" width=\"483\" height=\"230\" \/><\/a><\/p>\n<p>Please note:<\/p>\n<p>\u00b7 The system imports new emails every 3-5 minutes, so there may be a short delay within this interval.<\/p>\n<p>\u00b7 Please do not create references to the \u201cMailbox\u201d table, since \u201cMailbox\u201d content will be cleaned up periodically.<\/p>\n<p>To relate emails to a customer registered in a particular Lead, you have to extract a corresponded Lead Id and keep it in the \u201cMailbox\u201d table.<\/p>\n<p>At first, create Many to Many relation between \u201cMailbox\u201d and &#8220;Leads&#8221; tables and add the match condition To=E-mail. It means that a customer email from the \u201cTo\u201d field of the \u201cMailbox\u201d has to match a customer e-mail from the \u201cE-mail\u201d field of the \u201cLeads\u201d table.<\/p>\n<p><a href=\"https:\/\/www.teamdesk.net\/blog\/wp-content\/uploads\/2013\/12\/216.gif\"><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-346\" src=\"https:\/\/www.teamdesk.net\/blog\/wp-content\/uploads\/2013\/12\/216.gif\" alt=\"21,6\" width=\"395\" height=\"204\" \/><\/a><\/p>\n<p>Add a Summary column with Index function to the \u201cMailbox\u201d table. Let\u2019s name this column \u201cLead Id\u201d. It will help to select the Id number of a lead that is holding customer email address.<\/p>\n<p><a href=\"https:\/\/www.teamdesk.net\/blog\/wp-content\/uploads\/2013\/12\/217.gif\"><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-347\" src=\"https:\/\/www.teamdesk.net\/blog\/wp-content\/uploads\/2013\/12\/217.gif\" alt=\"21,7\" width=\"482\" height=\"473\" \/><\/a><\/p>\n<p>Now you need to transfer emails\u2019 data from the \u201cMailbox\u201d to the \u201cNotes &amp; Attachments\u201d table. This can be done by utilizing a Record Change Trigger with a filter, created for the \u201cMailbox\u201d table.<\/p>\n<p><a href=\"https:\/\/www.teamdesk.net\/blog\/wp-content\/uploads\/2013\/12\/218.gif\"><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-348\" src=\"https:\/\/www.teamdesk.net\/blog\/wp-content\/uploads\/2013\/12\/218.gif\" alt=\"21,8\" width=\"500\" height=\"299\" \/><\/a><\/p>\n<p>Add a \u201cRecord Create\u201d Action with assignments that will transfer email data from \u201cMailbox\u201d to corresponding columns of the \u201cNotes &amp; Attachments\u201d table. Don\u2019t forget to assign \u201cLead Id\u201d column values to the existing \u201cRelated To\u201d reference column in order to relate emails\u2019 data to a particular customer.<\/p>\n<p><a href=\"https:\/\/www.teamdesk.net\/blog\/wp-content\/uploads\/2013\/12\/219.gif\"><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-349\" src=\"https:\/\/www.teamdesk.net\/blog\/wp-content\/uploads\/2013\/12\/219.gif\" alt=\"21,9\" width=\"402\" height=\"340\" \/><\/a><\/p>\n<p>As the result, email data will be stored and displayed as \u201cNotes &amp; Attachments\u201d records related to a customer.<\/p>\n<p><a name=\"_GoBack\"><\/a><a href=\"https:\/\/www.teamdesk.net\/blog\/wp-content\/uploads\/2013\/12\/2110.gif\"><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-350\" src=\"https:\/\/www.teamdesk.net\/blog\/wp-content\/uploads\/2013\/12\/2110.gif\" alt=\"21,10\" width=\"500\" height=\"269\" \/><\/a><\/p>\n","protected":false},"excerpt":{"rendered":"<p>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 [&hellip;]<\/p>\n","protected":false},"author":3,"featured_media":0,"comment_status":"open","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[3],"tags":[],"class_list":["post-31","post","type-post","status-publish","format-standard","hentry","category-whats-new"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.4 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>E-mail to Database - TeamDesk Blog<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.teamdesk.net\/blog\/whats-new\/e-mail-to-database\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"E-mail to Database - TeamDesk Blog\" \/>\n<meta property=\"og:description\" content=\"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. 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