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How to use the Mail Converter module in Simply CRM

We understand that modern businesses heavily rely on email as their main communication channel. It’s not uncommon for us to cycle through hundreds and even thousands of emails. If left unhandled, these emails will quickly pile up and create a nuisance in your inbox.

To help solve this problem, Simply CRM has developed the Mail Converter module, which allows you to quickly and efficiently manage your inbox. Mail Converter scans and streamline tasks by automatically creating appropriate records in Simply CRM.

In case you need a custom solution for your email correspondence, Simply CRM allows you to define specific rules and actions that will be performed on your emails. Keep in mind that all of your emails will be scanned automatically, unless you manually disable the Mail Scanner task in the Scheduler.

The Mail Converter operations

Depending on your specific needs and preferred settings, the Mail Converter can perform many different operations on your emails. The following table breaks down these operations and the records associated with them.

RecordOperation
Lead1. Create leads
2. Attach emails to leads
Contact1. Create contacts
2. Attach emails to contacts
Ticket1. Create tickets (with the corresponding contact)
2. Create tickets (without the corresponding contact)
3. Attach emails to tickets
Organization1. Create organizations
2. Attach emails to organizations
Opportunity1, Create opportunities (with the corresponding contacts)
2. Create opportunities (without the corresponding contacts)
3. Attach emails to opportunities

How to configure your mailbox in Simply CRM

The Mail Converter scans your mailbox in Simply CRM and performs the appropriate actions depending on the email content. However, in order to use the Mail Converter, you must first configure your mailbox in Simply CRM.

To configure your mailbox, open your instance of Simply CRM and go to Settings under the User option in the top right corner.

In the new window, open Other Settings and choose Mail Converter.

Press Create Mailbox or Add Mailbox.

Enter the mailbox details, as shown in the following screenshot.

The following table breaks down the mailbox details and explains how each option is used in Simply CRM.

FieldDescription
Scanner NameProvide a label for your mailbox. This is only used for your own reference.
ServerEnter the IMAP mail server name. imap.gmail.com for Gmail, for exmaple.
User NameEnter a unique email client user name
PasswordProvide the email client password
ProtocolFill this field in accordance with your mail server configuration
SSL TypeFill this field in accordance with your mail server configuration
SSL MethodFill this field in accordance with your mail server configuration
Look ForSelect All to scan all emails or choose Unread to scan only unread emails
After ScanSelect the label that will be used on your emails after they are scanned
StatusEnable this checkbox to make your mailbox active
Time ZoneSelect the time zone of the IMAP server

After you enter all the details, press Next to continue your work and start selecting the folders that you want to add from your email client.

When you select all the necessary folders, press Next.

Important: You must select at least one folder to go to the next step.

In the last step, you will need to specify the rule conditions and actions.

In Simply CRM, you can use rules to define what actions will be performed on your emails, after the system scans your email messages. Keep in mind that incoming emails will be scanned regularly to check whether or not they meet the criteria you specified.

Follow the instructions below to set up rules in a mailbox.

Open the Mail Converter and select the desired mailbox. In the detailed view, press on the Add Rule button in the top right corner.

This will open the following pop-up window, where you will be asked to enter the rule details.

Fill in the fields by entering the necessary details and press Save.

The next table breaks down each option in the Add Rule pop-up window and describes what actions they perform.

FieldDescription
MatchAll Conditions means that all specified conditions need to be matched for the rule action to be performed. Any Conditions means that only one condition needs to be fulfilled for the rule action to be performed.
FromCompares your criteria with the From field of your incoming emails.
ToCompares your criteria with the To field of your incoming emails.
CCCompares your criteria with the CC field of your incoming emails.
BCCCompares your criteria with the BCC field of your incoming emails. This filter only works when the BCC field is visible to you.
SubjectCompares your criteria with the subject of your emails, taking into consideration the selected condition (Contains, Not Contains, Equals, Not Equals, Begin, End, Regex)
BodyCompares your criteria with the body of your emails, taking into consideration the selected condition (Contains, Not Contains, Equals, Not Equals, Begin, End, Regex)

Through rules actions, Simply CRM allows you to set the mapping of your CRM fields with the email body content. To initiate this process, use a delimiter that will highlight the content that needs to be mapped onto your CRM fields.

How Mail Converter creates records in Simply CRM

After scanning your emails, Mail Converter will create records for the emails that fulfil the specified criteria. Simply CRM will automatically map the information from the email to appropriate CRM fields.

The following table explains what actions Mail Converter can perform on your records.

ActionDescription
Create Ticket (With Contact)Creates a ticket record with the following information:
Ticket title = email subject
Contact Name = Contact name in Simply CRM depending on the email. If there is no existing contact in Simply, a new record will be created.
Description = email body
All email attachments are linked to the ticket
The system will perform a lookup to check whether an existing contact or organization corresponds to the FROM field in the email. If a matching record is found, the ticket will be associated with it.
Create Ticket (Without Contact)Creates a ticket record with the following information:
Ticket title = email subject
Contact Name is left empty
Description = email body
All email attachments are linked to the ticket
The system will perform a lookup to check whether an existing contact or organization corresponds to the FROM field in the email. If a matching record is found, the ticket will be associated with it.
Update TicketUpdates existing ticket records with the following information:
Comment = Email body
Selects Regex in the Subject field, and pastes the following code Ticket Id[^:]?: ([0-9]+) in the text area.
Create LeadCreates a lead record with the following information:
Last Name = email subject; in case the email subject is empty, the FROM field will be used as the last name
Primary Email = the FROM field in the email
Description = email body
All email attachments will create separate documents in Simply CRM, and the documents will be associated with the lead record.
Assigned To is configured as specified in the Mail Converter rule.
Create ContactCreates a contact record with the following information:
Last Name = email subject; in case the email subject is empty, the FROM field will be used as the contact name
Primary Email = the FROM field in the email
Description = email body
All email attachments will create separate documents in Simply CRM, and the documents will be associated with the lead record.
Assigned To is configured as specified in the Mail Converter rule.
Create OrganizationCreates an organization record with the following information:
Organization Name = email subject; in case the email subject is empty, the FROM field will be used as the organization name
Primary Email = the FROM field in the email
Description = email body
All email attachments will create separate documents in Simply CRM, and the documents will be associated with the lead record.
Assigned To is configured as specified in the Mail Converter rule.
Create Opportunity (With Contact)Creates an opportunity record with the following information:
Opportunity name = email subject; in case the email subject is empty, the FROM field will be used as the organization name
Contact Name = Contact name in Simply CRM, depending on the email. If there is no existing contact in Simply, a new record will be created.
Description = email body
All email attachments are linked to the opportunity.
Create Opportunity (Withou Contact)Creates a new Opportunity record with the following information:
Opportunity = email subject
Contact Name is left empty
Description = email body
All email attachments are linked to the opportunity.
Add to Contact [FROM]Simply CRM performs a lookup to check if any existing contact records match the FROM email field. If the system finds a matching record, a new email record will be created and attached to the contact. All email attachments will create new documents that will be associated with the appropriate contact.
Add to Contact [TO]Simply CRM performs a lookup to check if any existing contact records match the TO email field. If the system finds a matching record, a new email record will be created and attached to the contact. All email attachments will create new documents that will be associated with the appropriate contact.
Add to Leads [FROM]Simply CRM performs a lookup to check if any existing lead records match the FROM email field. If the system finds a matching record, a new email record will be created and attached to the lead. All email attachments will create new documents that will be associated with the appropriate contact.
Add to Leads [TO]Simply CRM performs a lookup to check if any existing lead records match the TO email field. If the system finds a matching record, a new email record will be created and attached to the lead. All email attachments will create new documents that will be associated with the appropriate contact.
Add to Organization [FROM]Simply CRM performs a lookup to check if any existing organization records match the FROM email field. If the system finds a matching record, a new email record will be created and attached to the organization. All email attachments will create new documents that will be associated with the appropriate contact.
Add to Organization [TO]Simply CRM performs a lookup to check if any existing organization records match the TO email field. If the system finds a matching record, a new email record will be created and attached to the organization. All email attachments will create new documents that will be associated with the appropriate contact.
Add to Opportunity [FROM]Simply CRM performs a lookup to check if any existing opportunity records match the FROM email field. If the system finds a matching record, a new email record will be created and attached to the opportunity. All email attachments will create new documents that will be associated with the appropriate contact.
Add to Opportunity [TO]Simply CRM performs a lookup to check if any existing opportunity records match the TO email field. If the system finds a matching record, a new email record will be created and attached to the opportunity. All email attachments will create new documents that will be associated with the appropriate contact.
Add to Ticket [FROM]Simply CRM performs a lookup to check if any existing ticket records match the FROM email field. If the system finds a matching record, a new email record will be created and attached to the ticket. All email attachments will create new documents that will be associated with the appropriate contact.
Add to Ticket [TO]Simply CRM performs a lookup to check if any existing ticket records match the TO email field. If the system finds a matching record, a new email record will be created and attached to the ticket. All email attachments will create new documents that will be associated with the appropriate contact.

Important: The Update fields should have a higher priority than the Create Tickets rule.

An automated email is sent to your customers whenever a ticket is created. If the customers reply to this email, the reply will be saved as a comment in the existing ticket. It’s recommended that you configure the From Email field in the outgoing server using the same email that you used to set up a mailbox in the Mail Converter.

Updated on 30/11/2019

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