Inbound Emails - Outlook to Greentree

---

The System Options for Inbound Emails contain Greentree-wide settings which determine the look and feel of Inbound Emails. These settings include whether or not Inbound Emails are filed, what it is filed against and the format that it is filed in.

CRM User Preferences contains similar settings. If set on user level, the user preferences overwrite the settings in System options.

If you maintain these settings you must start fresh Listener, Greentree, and Outlook sessions before the settings take effect.

Enable File Inbound Emails

Select this option to file Inbound Outlook Emails. If this option is not selected, the Inbound Email feature is turned off. If this option is not selected, then none of the other Inbound Email settings are enabled.

Include Attachments on Emails

Choose one of these options, which determine if Inbound Email Attachments are filed in Greentree together with the Attachment/Communication that the Email is filed as:

• Always Yes - This option is selected on the File Against dialog and disabled.
• Always No - This option is deselected on the File Against dialog and disabled.
• Default Yes - This option is selected on the File Against dialog and enabled.
• Default No - This option is deselected on the File Against dialog and enabled.
• Default Prompt - A dialog displays asking you to have the Email Attachments filed in Greentree with the Attachment/Communication.

Show File against Dialog in Outlook

Select this option to allocate an Email to specific Greentree items after clicking the Greentree button in Outlook. This button displays a File Against dialog on which you can enter the detail of the specific record you want to file the Email against, for example against a specific quote. The 'File Against' form also shows the Email To and From information.

Confirm when Re-filing Emails in Outlook

Select this option to receive a message when attempting to file an already filed Email in Greentree Desktop. You can proceed or to cancel.

Emails can be filed against multiple records in Greentree Desktop.

Require Password

Select this option if you want users to enter their Greentree passwords when the Outlook to Greentree link is first initiated for the Greentree session. Once Greentree is exited, the user will once again have to enter their Greentree password when using the Outlook to Greentree link.

File against Contacts

Select this option to file the Inbound Email against existing Contacts in Greentree Desktop. If selected, Greentree auto files the email against any of the Contacts listed in the To/From/CC/BCC Email fields that match the Email address of an existing CRM Contact. Also, These additional system options are available:

• File against myself: The email is filed against your own Contact record in CRM.
• Create communication records: Select if you want the Email to be filed as a Communication instead of an Attachment.

File against Myself

This option is enabled once the 'File against Contacts' option is selected. Select this option to have the Inbound Email filed against your own Contact record in Greentree Desktop. The User's Outlook Name (email address) entered in User Preferences > CRM > Inbound Emails determines which CRM Contact record to use. The Contact's email address is matched against the addresses in the To/From/CC/ BCC Email fields.

If a match is found, the Email is filed against the CRM Contact with the same email address. If a match is not found, the Contact's Full Name is used to find a match. If found, the Email is filed against the User's Contact record.

If you don't select File against Myself, is not selected, then the current user's email address is ignored when matching the To/From/CC/BCC Email fields to Contacts in Greentree Desktop. The Email is not matched and filed against the Contact.

Create Communication records

Select this option to file Inbound Emails as Communications instead of Attachments. The Communication is created with the detail of the email and created against each matched Contact listed in the To/From/CC/BCC Email fields.

Attach to Primary

Select this option applies to filing Inbound Emails as Communications. Select this option if you also want the Inbound Email saved as an Attachment on the Primary record, for example: The Inbound Email relates to a Quote. A Communication is generated for the Quote. If you select this option, then the Inbound Email will also be filed as an Attachment against the Quote itself.

Exclude

Use this field to enter email addresses/email groups that you do not want create Communication records for. The Excluded Email addresses/groups are matched against the Email addresses in the To/From/CC/BCC Email fields. No communication records are generated for the matched addresses/groups.

Mail Format

Select the format in which you want to save the Inbound Email's Attachment:

• .zip (to be released later)
• .msg

DLL Version

Use this field to force the use of a later version of the Outlook2Greentree.dll located in the Greentree Bin. The purpose is to ensure that the correct version is used for the required function. The DLL Version updates to for example: 4.0, although the version of the file consists of four numbers for example: 4.0.1.2.

The version updates through the Greentree pack, when a new minimum version is applicable. Therefore all later versions will be accepted. If you are trying to use the Inbound Email feature and your version of the dll is lower than the required minimum, an error message displays.

While you can enter the minimum version of the DLL in this, you shouldn't edit the field.

Max Size

Enter the maximum size allowed for filing emails. The default is set to 0 KB. You must update this field before any emails will be filed in Greentree. If you try to file an Email in Greentree that is larger than the specified size, an error message displays in the Outlook dialog.

Move to folder in Outlook

Select this option to move the Email to an Outlook Folder after having clicked the Greentree button and filed the email. If selected, the Move item dialog displays once the Email is communicated to Greentree. The Move Item dialog displays your Email, Private and Public Folders. You must select the folder that you want the Email moved to. If you do not want to move the email to a Folder, click the Cancel button.

Require File against Details

Select this option to use the 'File Against' dialog mandatory.

Always apply Templates

Select this option to enforce filing of Inbound Emails based on Template Text entered per Record Type in the File Against list. If the 'File Against' dialog is selected, then Greentree will append the template text to the File Against criteria when attempting to file Inbound Emails.

If multiple Emails are selected in Outlook for filing, then template text is ignored when matching the Email to Greentree records.

File Against List

This table lists the Record Types against which Inbound Emails can be filed.

• Display - Click Yes if you want the Record Type to be available on the File Inbound Email form so that Emails can be filed against the record type.
• Outlook Display - The text you enter is used as Header for the field on the File Against dialog. For example, if you need an unsupported field, for example Inventory code, then you use Record type Other and update the label to Inventory. Greentree Inbound Email will be communicated to Greentree as an unlinked Other context waiting to be filed.
• Create Comm - Click Yes if you want Inbound Emails to be filed as Comms instead of Attachments for the Record Type.
• Attach to Primary: This option relates to filing Inbound Emails as Comms. Select this option if you also want the Inbound Email saved as an Attach on the Primary record. For example: The Inbound Email relates to a Quote. A Comm is generated for the Quote. If you select this option, then the Inbound Email will also be filed as an Attachment against the Quote itself.
• Template Text - Click the Edit button in Template Text to enter text, which is matched against the Subject of the Email. The full template text is used for matching. If a match is found, Greentree files the item against the record type. If a match is not found, the Email remains unfiled.

  You should create Template text using the Subject of the outgoing emails, as the reply on the email is an Inbound Email which can be matched using the Re: Subject line.

  For example: Quote parameter. Parameter is a database field that you select from the list of available database fields. In this example, QuoteNumber is the identifier for the Quote used to match emails regarding Quotes. If in this case your template text is Q QuoteNumber, then an Inbound Email with Subject Quote 00010 will not match the template text.

User Preferences overwrite System Option settings.

• Inbound Email

---