Inbound Emails - Outlook to Greentree

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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 they filed against, and the format they are filed in.

Note: If you change these settings, you must start Listener, Greentree, and Outlook sessions before the settings take effect.

User preferences override system option settings.

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 and 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 Desktop together with the attachment or 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 prompting you to file the email attachments in Greentree Desktop with the attachment or communication.

Show File against Dialog in Outlook

Select this option to allocate an email to specific Greentree Desktop items after clicking the Greentree button in Outlook. The File Against dialog displays. Enter the detail of the record to file the email against — for example, against a 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.

Note: You can file emails against multiple records in Greentree Desktop.

Require Password

Select this option if you want users to enter their Greentree Desktop passwords when the Outlook to Greentree Desktop link is started for the session. When the user exits Greentree Desktop they must enter their Greentree Desktop password when using the Outlook to Greentree Desktop link.

File against Contacts

Select this option to file the inbound email against existing contacts in Greentree Desktop. If you select this option, Greentree Desktop files the email against any of the contacts listed in the To, From, CC, and BCC fields that match the email address of an existing CRM contact.

These options are also available:

• File against myself - The email is filed against your contact record in CRM.
• Create communication records - Select this option to file the email as a communication instead of an attachment.

File against Myself

This option is enabled if the File against Contacts option is selected. Select this option to file the inbound email 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 with the addresses in the To, From, CC, and BCC fields.

If a match is found, the email is filed with 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 with the user's contact record.

If you don't select File against Myself, the current user's email address is ignored when matching the To, From, CC, and BCC fields to contacts in Greentree Desktop. The email is not matched and filed with 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, and BCC 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, the inbound email is also filed as an attachment with the quote.

Exclude

Enter email addresses or email groups that you do not want create communication records for. The Excluded Email addresses/groups are matched with the email addresses in the To, From, CC, and BCC fields. No communication records are generated for the matched addresses/groups.

Mail Format

Select the format in which to save the inbound email's attachment:

• .zip
• .msg

DLL Version

Use this field to force using a later version of the Outlook2Greentree.dll in the \Bin folder. This ensures that the correct version is used for the function.

The version updates through the pack when a new minimum version is applicable. All later versions of the DLL are accepted. If you are trying to use the Inbound Email feature and your version of the DLL is lower than the minimum, an error message displays.

While you can enter the minimum version of the DLL in this field, 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 is filed in Greentree. If you try to file an email in Greentree Desktop 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 clicking the Greentree button and filing the email. If you select this option, the Move item dialog displays with your email, and private and public folders. 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 make using the File Against dialog mandatory.

Always apply Templates

Select this option to enforce filing of inbound emails based on the template text entered per record type in the File Against list.

Note: If you select multiple emails in Outlook for filing, then template text is ignored when matching the email to Greentree Desktop records.

File Against List

This table lists the record types against which you can file inbound emails:

• Display - Click Yes to make the record type available on the File Inbound Email form to file emails with 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, like an Inventory code, use the record type Other and update the label to Inventory. The inbound email is sent to Greentree Desktop as an unlinked Other context waiting to be filed.
• Create Comm - Click Yes to file inbound emails as communications instead of attachments for the record type.
• Attach to Primary - Select this option to save the inbound email as an attachment on the primary record. For example, the inbound email relates to a quote and a communication is is generated for the quote. Selecting this option files the inbound email as an attachment with the quote.
• Template Text - Click the Edit button in Template Text to enter text, which is matched with the subject of the email. The full template text is used for matching. If a match is found, Greentree Desktop files the item with 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.

• Inbound Email

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