Email Auto Logger
|Edition Supported:||All except NetSuite Small Business|
|Support & Maintenance:||Included|
|Authored by:||BlueBridge One|
|Required External Service/Software:||None|
- Works with most email services including Gmail and Exchange.
- Automatically saves all company email to NetSuite.
- Manages unresolved email addresses.
- Matches up to two different email addresses per Contact.
- Creates company wide exclusion lists for unwanted email.
- No email is ever lost.
- Saves time manually copying and saving email to NetSuite.
- Ensures all emails addresses are up to date and correct in NetSuite.
- All email is well organised and easily accessible directly in NetSuite.
Emails are logged automatically to existing entity records - Contacts, Leads, Customers, Prospects, Partners or Vendors. Non-resolved emails are saved in a "to be resolved" folder for quick creation of new entity records. No important email is ever lost. What's more its filed in NetSuite against the appropriate entity
A copy of all messages to and from your customers (and contacts and suppliers) is automatically saved to NetSuite without any user intervention.
A dashboard portlet enables employees to manage unresolved addresses: these addresses are presented in a list and employees can quickly choose to ignore them, find the matching record to be updated or create a new record for the address. Employees can deal with unresolved addresses when they are ready to, without interrupting or slowing down other work.
When an address is resolved once it is resolved for all employees, but "ignored" addresses are tracked on an employee-by-employee basis, allowing individual employees to control which of their emails are saved to NetSuite.
Global exclusion lists can be set up to ignore certain email addresses or domains for everyone, or to exclude emails with particular text in their subject line. This makes it a snap to implement private conversations if you want, where none of the conversation emails are saved.
The email address resolution process helps keep your CRM data up to date, ensuring your customers, contacts and other records have their correct email addresses entered.
“Matching” the email message to the appropriate entity in NetSuite
The Auto Email Capture SuiteApp extracts the “To” and “From” email addresses from all your email server’s outgoing and incoming email messages (CC and Bcc address are specifically excluded).
First all NetSuite Employee records are searched to find a matching Sender “From” or Recipient “To” email address (recorded in either of the Employees primary or alternate email address fields). If no match or a double “match” is found i.e. the “To” and “From” addresses are both Employee addresses then the message is discarded. This prevents non-employee messages and any Email messages between Employees from being logged.
Next all Customers, Contacts, Vendors and Partners are searched to find to find a matching Sender “From” or Recipient “To” email address (recorded in either of the Entity’s primary or alternate email address fields). The entity with the LEAST unique matches is selected as the “match”.
During the search if more than one Entity has the same number of least unique matches, then the Entity with the earliest record “create date” is selected as the “match”.
Once the one Employee to one Entity “match” is achieved then the Email message is logged against the Entity record and the Employee record.
If an Employee has been matched but an Entity can't be found the address and the message are queued for manual matching by the User (using the Dashboard “Managed Integrated Messages” portlet). If more messages come in for a queued address waiting to be matched then these messages are also queued up. When the user resolves a queued address all its queued messages are either discarded (if the user chooses “Ignore”) or logged to the relevant Entity record.
How the Auto Email Logger Works
An "archive" email account is set up to which incoming and outgoing email is forwarded. If you run your own email server this is usually very simple to implement. Exchange servers, for example, need a single setting changed to implement the archiving of all email to a designated account. If your email accounts are externally hosted then email rules on users' email client application can usually be used to perform the mail forwarding. This method of forwarding is fully compatible with Outlook.
An application running in the background on either a PC or Apple Mac continuously loads email from this archive account into NetSuite. If you have a server this application can be run on the server. Alternatively it can just as easily be installed on any user's computer. The application is small and light and does not consume significant resources.
Emails saved to NetSuite by the application have their “From” and “To” addresses matched to NetSuite entities using the "Email" and "Alt Email" fields on Employee, Contact, Lead, Prospect, Customer, Supplier and Other name records. When both addresses can be resolved the email is automatically attached on the corresponding records' Messages tab. Our smart algorithm finds the best entity to attach the email to when more than one match is found.
When an address cannot be resolved the message is queued and the address appears on a new "Manage Integrated Email Addresses" page and a reminder that there are addresses to resolve is shown on the employee's dashboard. The address is only flagged to employees who have saved emails to or from that address, so employees need only resolve their own correspondents.
Using the "Manage Integrated Email Addresses" page employees can quickly resolve addresses by searching for existing records, adding new records or choosing to ignore particular addresses. An employee can change their list of ignored addresses at any time, and can also choose to ignore an address just one time, in case a one-off email turns into an ongoing business relationship later.
Once an email address is resolved it is resolved for all users with your company - email sent to and received from this address will from then on be automatically saved to NetSuite without further action being required.
Frequent asked Questions:
Will ithe Auto Email Logger work with Gmail
Yes, however a Google Apps for Business or Google Apps for Education account is required. It will not work for individual gmail or free Google Apps accounts.
How does the Auto Email Logger SuiteApp differ from NetSuite's standard Email Integration?
The "Auto Email Logger SuiteApp" is server based. It does not rely on individual users to synchronise their PC's to NetSuite. With the "Auto Email Logger SuiteApp" it all happens seamlessly in the background.
Which NetSuite entity records can have messages logged against them?
Employee, Contact, Lead, Prospect, Customer, Supplier and Other name entities are all supported.
Are HTML emails supported?
Yes. HTML emails are supported
Can spam messages be ignored?
Spam messages can be ignored if your spam filter flags a message as spam in the subject line.
Can the Auto Email Logger handle a large volume of emails?
Yes. Our bench testing confirms that thousands of emails per day can be handled.
Is email between employees logged in NetSuite?
No. Only email between employees and another Entity record is logged. Employee-to-employee emails are not saved.
Are attachments saved with the email?
No. To avoid storage space issues in your NetSuite account, attachments are not saved.
Is CC'd email saved?
No. At present CCd email is not saved.
How are messages with multiple “To” addresses handled?
Messages with multiple “To” addresses are matched by checking each address until a match is found. NetSuite does not support attaching a message to multiple records of the same type.
How many address on each entity record can be “matched” per message?
Up to two email addresses per entity are supported by using the Email and Alt Email fields. Additional email addresses for a company are easily supported by adding new contact records.
Can you setup the Auto Email Logger to ignore certain addresses?
Yes. Global exclusion lists can be set up to ignore certain email addresses or domains for everyone in your company, or to exclude emails with particular text in their subject line.
Can an Employee have a private email conversation with an entity where the messages don’t get logged in NetSuite?
Yes. Designated text can be added to the subject line which excludes the email thread from being logged in NetSuite.
Are messages saved to NetSuite in real-time?
The background process saves emails to NetSuite every 5 minutes.