Saving Received Emails with iEmail Cloud
iEmail Cloud allows you to capture both incoming and outgoing emails into iMIS.
Saving Your Incoming Email
When reading an email, simply click the iEmail Cloud app icon in the upper-right corner.
NOTE: If you haven't logged into iEmail Cloud for an extended period of time, you may be prompted for your credentials and CSI Cloud ID
After you are signed in, the "Save to iMIS" screen will appear automatically, and immediately retrieve any matching contacts from iMIS that appear on the To/Cc lines of the email. From here, you are just one click away from saving the email into iMIS!
Reviewing Matched Contacts
A list of contacts will appear, including the sender ("From"), possibly including yourself (if you are listed on the To/Cc line explicitly), and any other matched contacts on the To and Cc lines of the email.
To toggle which records to save to in iMIS, use the "From/To/Cc" filter at the top of the screen.
Alternately, you can remove individual entries by clicking the "X" icon in the corner of each entry.
To restore a contact that was removed, toggle their respective category filter off and on at the top. (E.g. if one contact was removed on the To line, click the "To" filter twice at the top to toggle it off and back on again.) This will restore all of the hidden contacts on the To line.
After you review and filter the contacts you would like to save records for, you may choose to store the email in one of two ways:
Recent Interactions (Communication Log)
By clicking the Save as Interaction button, a communication log entry will be written for each valid contact displayed on screen. The full, rich text body of the email will be written to iMIS as a communication log entry for that contact.
Users will see the background account as the "Created By / Updated By" account on the recent interaction (typically MANAGER), instead of the user that is currently using iEmail Cloud. This is by design.
EMAIL Activity
By clicking the "Save as Activity" button, an Activity record will be written for each valid contact displayed on screen. You may also edit your Activity before saving! Instead of hitting the "Save as Activity" button, if you click on the icon next to the name of the Activity, this will enable you to change the default fields that are setup in the Options–> Setup Activity Types.
The "Save as Activity" button can be hidden from certain users and shown only to users with the correct iMIS roles. You can change these settings in the options menu of iEmail Cloud.
Note: Only the plain text version of the email is saved to the Activity record. Rich text and other formatting is not saved.
Save Activities with Gen_Lookup table Sub Types
When saving an activity, just like with old iEmail, you can now setup a sub-type in a gen_lookup table to insert into the Activity.
Step 1: Setup your Activity Type
Step 2: Setup a Gen_Lookup table with the sub types
When you select your Activity in iEmail Cloud, you will select the edit button:
Now you may select your sub type to go into your Activity insert.
Then you select “Save as Activity”.
Save as EML Attachment
Microsoft developed the Electronic Mail (EML) format and .EML is the file extension for an email message saved in this format. It contains the content of the message, along with the subject, sender, recipient(s), and date of the message. EML files may also store one or more email attachments, which are files sent with the message. By checking the box "Save Mail Message as EML file attachment", when the Interaction or Activity is saved, it will save the email as an attached .EML file.
Choose Which Attachments are Saved
If the email contains attachments, the "Attachments" section will appear collapsed just below the "Save Mail Message as EML file attachment" checkbox. Clicking on the arrow or the Attachments title will expand the section and display all attachments selected within the email. You can choose to exclude specific attachments from being save to iMIS by unselecting them before clicking the "Save as Interaction" or "Save as Activity" buttons.
Note
If you check the box "Save Mail Message as EML file attachment", the "Attachments" section will be automatically hidden even if there are attachments. This is because it is not possible to exclude specific attachments from being saved with the EML file format.
Conditions and Caveats
Interaction Limitations:
The email to field will be truncated if it is longer than 100 characters. iMIS limits the email to field to 100 characters.
Attachment file names will be truncated if they are longer than 50 characters. iMIS limits attachment file names to 50 characters.
Empty file attachments will not be saved to iMIS, because they are empty and because this causes an error when trying to download the attachment from the staff site.
Attachments on emails being composed may not be saved. To ensure that attachments are saved, first send the email then, open the email from your sent folder and save as interaction.
Interactions / Activities will not save in the following cases:
There is no contact in iMIS matching the email address in Outlook
Two or more contacts share the specified email address (merge these contacts and try again)
For iMIS 100/200, adding Activity records is not supported (the button will be disabled in iEmail Cloud)
BCC Field Data
As with any e-mail, the BCC field is only available when writing an e-mail (compose mode). Therefore, iEmail Cloud is not able to write BCC data to iMIS when reading an e-mail (read mode), for the same reason that you cannot see who was BCCed on an e-mail when reading it.