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save reply mails to crm RRS feed

  • Question

  • hi i use crm 2011, i send email to my customers which are account in my crm

    when i send an email to account sometimes my customer(Account) reply my mail and it drops to my outlook

    is there any way to drop reply emails to crm that related account's email activity automatically?


    Crm Software Specialist

    Friday, May 18, 2012 1:03 PM

Answers

  • Hi,

    Using the “Track” and “Set Regarding” buttons is one of the simplest, but most powerful, points of integration between CRM and Outlook.  These buttons enable you to “push” an email, task, appointment or contact from Outlook into CRM.  Once a record has been pushed from Outlook into CRM, it will automatically be kept in synchronised.

    Most of us track a tremendous amount of our interactions with customers and other stakeholders in Outlook – in the form of email, appointments and, sometimes, tasks – using these buttons to push information into Microsoft CRM means that these important interactions can be saved, tracked and shared across the organisation while requiring very little additional effort on your part. When you click the “Track” button, Microsoft CRM automatically looks at all of the email addresses in the Outlook record you are tracking (in the from/to/cc/bcc fields for emails, and in the required/optional attendee fields on appointments) and links the Outlook record to all of those related records in CRM.  So, for example, if you have an appointment with 3 required attendees, you will be able to find the appointment under all of those contacts, leads or users inside of CRM.

    Using the “Set Regarding” button rather than the “Track” button.  The Set Regarding button does everything that the Track button does, plus a little bit more.  By clicking Set Regarding, you can create an additional link to the record you are tracking.  Think of this in the same way as you think of the “Subject” or “Regarding” field in a business memo.  For example, you may send an email to 3 people with an update on an Opportunity; you can click the “Set Regarding” button and link the record to the Opportunity.  Now, when you look at the Opportunity or any of the Contacts, Leads or Users who were included in the email, you will see the email in the list of activities.

    I hope this helps. If my response answered your question, please mark the response as an answer and also vote as helpful.


    Ashish Mahajan, CRM Developer, CSG (Melbourne)
    My Personal Website: http://www.ashishmahajan.com
    My Blogs: http://ashishmahajancrm.blogspot.com.au and http://ashishmahajancrm.wordpress.com
    My Youtube Channel: http://www.youtube.com/user/ashishmahajanmscrm

    My Linkedin: View Ashish Mahajan's profile on LinkedIn
    My Twitter: https://twitter.com/#!/ashishmahajan74

    Friday, May 18, 2012 1:16 PM

All replies

  • Hi,

    Using the “Track” and “Set Regarding” buttons is one of the simplest, but most powerful, points of integration between CRM and Outlook.  These buttons enable you to “push” an email, task, appointment or contact from Outlook into CRM.  Once a record has been pushed from Outlook into CRM, it will automatically be kept in synchronised.

    Most of us track a tremendous amount of our interactions with customers and other stakeholders in Outlook – in the form of email, appointments and, sometimes, tasks – using these buttons to push information into Microsoft CRM means that these important interactions can be saved, tracked and shared across the organisation while requiring very little additional effort on your part. When you click the “Track” button, Microsoft CRM automatically looks at all of the email addresses in the Outlook record you are tracking (in the from/to/cc/bcc fields for emails, and in the required/optional attendee fields on appointments) and links the Outlook record to all of those related records in CRM.  So, for example, if you have an appointment with 3 required attendees, you will be able to find the appointment under all of those contacts, leads or users inside of CRM.

    Using the “Set Regarding” button rather than the “Track” button.  The Set Regarding button does everything that the Track button does, plus a little bit more.  By clicking Set Regarding, you can create an additional link to the record you are tracking.  Think of this in the same way as you think of the “Subject” or “Regarding” field in a business memo.  For example, you may send an email to 3 people with an update on an Opportunity; you can click the “Set Regarding” button and link the record to the Opportunity.  Now, when you look at the Opportunity or any of the Contacts, Leads or Users who were included in the email, you will see the email in the list of activities.

    I hope this helps. If my response answered your question, please mark the response as an answer and also vote as helpful.


    Ashish Mahajan, CRM Developer, CSG (Melbourne)
    My Personal Website: http://www.ashishmahajan.com
    My Blogs: http://ashishmahajancrm.blogspot.com.au and http://ashishmahajancrm.wordpress.com
    My Youtube Channel: http://www.youtube.com/user/ashishmahajanmscrm

    My Linkedin: View Ashish Mahajan's profile on LinkedIn
    My Twitter: https://twitter.com/#!/ashishmahajan74

    Friday, May 18, 2012 1:16 PM
  • Hi,

    Using the “Track” and “Set Regarding” buttons is one of the simplest, but most powerful, points of integration between CRM and Outlook.  These buttons enable you to “push” an email, task, appointment or contact from Outlook into CRM.  Once a record has been pushed from Outlook into CRM, it will automatically be kept in synchronised.

    Most of us track a tremendous amount of our interactions with customers and other stakeholders in Outlook – in the form of email, appointments and, sometimes, tasks – using these buttons to push information into Microsoft CRM means that these important interactions can be saved, tracked and shared across the organisation while requiring very little additional effort on your part. When you click the “Track” button, Microsoft CRM automatically looks at all of the email addresses in the Outlook record you are tracking (in the from/to/cc/bcc fields for emails, and in the required/optional attendee fields on appointments) and links the Outlook record to all of those related records in CRM.  So, for example, if you have an appointment with 3 required attendees, you will be able to find the appointment under all of those contacts, leads or users inside of CRM.

    Using the “Set Regarding” button rather than the “Track” button.  The Set Regarding button does everything that the Track button does, plus a little bit more.  By clicking Set Regarding, you can create an additional link to the record you are tracking.  Think of this in the same way as you think of the “Subject” or “Regarding” field in a business memo.  For example, you may send an email to 3 people with an update on an Opportunity; you can click the “Set Regarding” button and link the record to the Opportunity.  Now, when you look at the Opportunity or any of the Contacts, Leads or Users who were included in the email, you will see the email in the list of activities.

    I hope this helps. If my response answered your question, please mark the response as an answer and also vote as helpful.


    Ashish Mahajan, CRM Developer, CSG (Melbourne)
    My Personal Website: http://www.ashishmahajan.com
    My Blogs: http://ashishmahajancrm.blogspot.com.au and http://ashishmahajancrm.wordpress.com
    My Youtube Channel: http://www.youtube.com/user/ashishmahajanmscrm

    My Linkedin: View Ashish Mahajan's profile on LinkedIn
    My Twitter: https://twitter.com/#!/ashishmahajan74

    thx for answer bec u explained with details.but scenario has been changed.

    is there any way to add these email automatically in crm(without using outlook) and also should regard related account.


    Crm Software Specialist


    Monday, May 21, 2012 7:09 AM
  • To get the emails into CRM directly you need to setup an Email router. With the email router setup the emails would come in directly to CRM. The emails would be associated to the records based on the email token included in the subject and using other smart matching techniques to associate an email to the record.

    HTH

    Sam


    Dynamics CRM MVP | Inogic | http://inogic.blogspot.com| news at inogic dot com

    If this post answers your question, please click "Mark As Answer" on the post and "Mark as Helpful"

    Monday, May 21, 2012 8:15 AM
  • To get the emails into CRM directly you need to setup an Email router. With the email router setup the emails would come in directly to CRM. The emails would be associated to the records based on the email token included in the subject and using other smart matching techniques to associate an email to the record.

    HTH

    Sam


    Dynamics CRM MVP | Inogic | http://inogic.blogspot.com| news at inogic dot com

    If this post answers your question, please click "Mark As Answer" on the post and "Mark as Helpful"

    crm automatically can associated these email records to contact's or account's activity ?


    Crm Software Specialist


    Monday, May 21, 2012 8:27 AM
  • Hi,

    As explained by Sam, the setting has to be one in your email router.

    The best way is to write a workflow. This workflow will execute whenever a new email activity is created in your CRM. This workflow will actually create a new account, create a new contact or associate the email with your existing record.

    Your scenario can be fulfilled by what you call is forward mailboxes. This you setup in your email router. If you go to your email router configuration, you will see the settings.

    In your outlook or any email client (you use) you set up forward rules. Whenever you receive any emails from your vendor, clients or users the rules you created will forward these emails to your forward mailboxes. These mail boxes you setup in your email router. This will create email activities in your CR> Then your workflows will act on these email activities and do the needful. This can be checking the email fields and if the contact not there in CRM, then create a new contact. If company not there in CRM then create a new account.

    All above needs to be carefully planned and then tested.

    I hope this helps. If my responses answered your question, please mark all these responses as an answer and also vote them as helpful.


    Ashish Mahajan, CRM Developer, CSG (Melbourne)
    My Personal Website: http://www.ashishmahajan.com
    My Blogs: http://ashishmahajancrm.blogspot.com.au and http://ashishmahajancrm.wordpress.com
    My Youtube Channel: http://www.youtube.com/user/ashishmahajanmscrm

    My Linkedin: View Ashish Mahajan's profile on LinkedIn
    My Twitter: https://twitter.com/#!/ashishmahajan74

    Monday, May 21, 2012 8:50 AM
  • One of the emails needs to be associate to a contact/account manually. Later using smart matching techniques it will associate all future mails on the same thread to the same regarding as was selected for the first mail.

    However this does not always guarantee 100% correct matching to the account/contact and may at times require this to be corrected manually.

    HTH

    Sam


    Dynamics CRM MVP | Inogic | http://inogic.blogspot.com| news at inogic dot com

    If this post answers your question, please click "Mark As Answer" on the post and "Mark as Helpful"

    Monday, May 21, 2012 8:54 AM
  • One of the emails needs to be associate to a contact/account manually. Later using smart matching techniques it will associate all future mails on the same thread to the same regarding as was selected for the first mail.

    However this does not always guarantee 100% correct matching to the account/contact and may at times require this to be corrected manually.

    HTH

    Sam


    Dynamics CRM MVP | Inogic | http://inogic.blogspot.com| news at inogic dot com

    If this post answers your question, please click "Mark As Answer" on the post and "Mark as Helpful"

    thx for answers ;

    so firstly i have to create an incoming in email setup router.

    then this email activities will drop an email activity without regardings in crm ?

    and how often does it check is there a new message sent from client?


    Crm Software Specialist

    Monday, May 21, 2012 9:00 AM