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How Do I Send an Email to a Team RRS feed

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    Hi Guys,

    In the team entity of CRM 2011, there is a field for email address .

    but the system does not allow me to send/receive emails  from/to a team. Also the option "sending email" (entity customisation screen) is turned off and disabled.

    is this by design?

    Could someone please explain the purpose of this emailaddress field.

    Thanks,

    Lasa.


    Thursday, August 4, 2011 6:58 AM

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    Hi,

     

    Sending email to team is disabled by design in CRM. The typical workaround is the one you mention: Use a DL for the default queue of the team and send an email to the default queue instead of the team. You could also decide to send the email to the user who is the "team administrator" but in most cases it makes more sense to send it to the queue so everyone gets the email. You would have to maintain the Exchange distribution group separately and will need to (manually) synchronize it with the CRM team members (e.g. you add a crm user to the team then you must add it to the distribution list for the queue mailbox).

     

    In the workflow you can add both the Owner(User) and the Owner(Team).DefaultQueue in the "to" field and CRM will be able to send it to the one that exists (no need to configure if conditions!).

     

    Hope that helps ;-)

    Gonzalo | gonzaloruizcrm.blogspot.com

    Thursday, August 4, 2011 2:48 PM
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    I'm not sure why the e-mail address field exists but it doesn't appear on the form by default. You could get the same functionality that you are looking for by configuring a Queue with the appropriate address and hooking it up to the e-mail address. You could even assign the team as the owner of the queue. 
    Thursday, August 4, 2011 7:22 AM
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    Hi Rob,

    Thanks for your reply.

    Im trying to send automated email reminders using a workflow (these go out to the owner of the record ). Problem is, the records can be owned by a particular user or a team.

    So I dont think i can use queues easily without having to write a custom WF step to populate the "to" field. Otherwise I have to duplicate whole bunch of WF steps including the email.

    Cheers,

    Lasa. 

    Thursday, August 4, 2011 7:43 AM
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    Oh I see. You were hoping to use the team as a kind of distribution group that would send an e-mail notification out to everyone in the team? In cases like that, we have created a distribution group in exchange and assigned the e-mail address for that to a queue. Would that work?

    Thursday, August 4, 2011 7:52 AM
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    I think we are almost there, what do you think of the following?

    firstly set up the distribution group in exchange and copy the email address to the default queue of the team.

    After that, within the workflow Ill change my send email step to a create email step and then set the "to" field to "default queue" of the team (only if the record is owned by the team).

    Once the "to" field is populated (with owning teams default queue/owning user) we can send out the email.

    Thursday, August 4, 2011 8:15 AM
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    Hi,

     

    Sending email to team is disabled by design in CRM. The typical workaround is the one you mention: Use a DL for the default queue of the team and send an email to the default queue instead of the team. You could also decide to send the email to the user who is the "team administrator" but in most cases it makes more sense to send it to the queue so everyone gets the email. You would have to maintain the Exchange distribution group separately and will need to (manually) synchronize it with the CRM team members (e.g. you add a crm user to the team then you must add it to the distribution list for the queue mailbox).

     

    In the workflow you can add both the Owner(User) and the Owner(Team).DefaultQueue in the "to" field and CRM will be able to send it to the one that exists (no need to configure if conditions!).

     

    Hope that helps ;-)

    Gonzalo | gonzaloruizcrm.blogspot.com

    Thursday, August 4, 2011 2:48 PM
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    It is by design. Microsoft's often will compromise all features they hope to put into a version rather than miss deadline. Therefore my guess is the team email field is a feature they ran out of time to complete. There was, from memory, similar bits and pieces relating to team ownership of records in v4 even though this only came in CRM 2011.

    Leon Tribe

    Want to hear me talk about all things CRM? Check out my blog http://leontribe.blogspot.com/ or hear me tweet @leontribe
    • Proposed as answer by Leon TribeMVP Friday, August 5, 2011 1:15 AM
    Friday, August 5, 2011 1:15 AM
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    Gonzalo:

    Can you clarify a couple of things?

    1. When you say a DL, you're talking about an Exchange Distribution Group?  Do you need to add any members to it?
    2. Do you set the incoming access type for the queue to e-mail router?
    3. How do you configure the incoming profile in the e-mail router configuration?  I assume it's Exchange but what type of authentication is used?

    Thanks a bunch.

    Friday, July 27, 2012 4:13 PM
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    Gonzalo:

    Have you actually got that to work?  I cannot get a queue that is the default queue for a team to receive e-mails.  I get the same error as described here:

    http://community.dynamics.com/product/crm/f/117/t/66708.aspx

    Are you aware of that?

    Thanks.

    Wednesday, August 8, 2012 4:01 AM