External Email Tracking

Settings > Administration > External Email Tracking

About this Feature

You can use this feature in one of two ways:

1. Update Prospect or Contact records with activity information via email with External Email Tracking
2. Set up a Custom Listener Interface to process incoming emails in any manner you like.

External Email Tracking

Use the standard External Email Tracking feature to automatically update Prospect or Contact records with activity information by sending messages from an email client (see Compatible Email Clients below).

To use the feature:

• Use a unique "Email-To-{platform}" address in the BCC: field of an email message, and the platform will log that email message as a Completed Activity for any Prospect or Contact in your database that matches the TO: or CC: field.

• Or Forward an email message to a unique "Email-To-{platform}" address, and the platform will search the body of the message and create a Completed Activity for the Prospect or Contact that matches the email address in the FROM: field.

Administration Setup

After this one-time setup, each user can enable this function from the Personal Setup area.

To enable External Email Tracking:

1. Click Settings > Administration > External Email Tracking
2. In the Enable External Email Tracking section, click the Enable Email-to-{platform} checkbox
3. Select the default action when a matching Prospect/Contact is not found. Choose from:

   • create an open task
   • create a task and mark it completed

4. Click [Save]

Custom Listener Interface

In the Custom Listener Interface section, select a Java Class that implements the EmailHandler interface. (Only those classes that do are listed.)

Learn more:

• Email Handler APIs
• Handle Incoming Emails Programmatically

User Setup

When External Email Tracking is enabled, the My Email-to-{domain} option appears in the Personal Setup list. Users then need to enable their personal My Email-to-{domain} addresses. Send them the following information to tell them how:

Complete this one-time setup to begin sending emails:

1. Click Settings > Personal Setup > My Email-to-
2. The "Email-To-{platform} Details" section gives you the address you will use to send messages; Copy it for future use.
3. Specify the addresses that you will be sending from, separated by commas. (To ensure that only emails you send are processed, any messages coming from other addresses are ignored.) For example, <youraccountname>@gmail.com, <youraccountname>@yahoo.com, etc.

Compatible Email Clients

External Email Tracking is compatible with these email clients:

• Web-based: Gmail, Yahoo, HotMail, etc.
• Microsoft Outlook 2003 (11.6568.6568) and later