Synchronizing E-mails

E-mails are synchronized from Microsoft Exchange to Aurea CRM.

E-mails are assigned to person records in Aurea CRM as follows:
  • If the sender can be identified in Aurea CRM based on the e-mail address, the e-mail is assigned to this person.
  • If the sender cannot be uniquely identified, the e-mail is assigned to the person record corresponding the recipient (groupware user) by default.

    Your administrator can determine that e-mails are flagged by status in Aurea CRM. You can search for records with a specific flag using selections/queries.

Your administrator determines which e-mail folders are synchronized. Sub-folders created by users in the synchronization folder are also synchronized by default.

The groupware user needs to move the e-mails to one of these folders (manually or automatically based on rules that are defined in the groupware system). During synchronization, the system checks whether new e-mails have been stored in the corresponding folder(s).

Your administrator can determine the following:
  • The maximum size of e-mails: If an e-mail is larger than the limit defined by your administrator, the mail is not synchronized.
    Note: If an e-mail includes attachments, and the size of the mail including attachments exceeds the size limit, but the size of the mail without attachments is below the limit, the e-mail is synchronized without attachments.
  • Whether warnings are sent to users via e-mail if an e-mail (text or attachment) could not be synchronized completely.
  • Color codes used to highlight previously synchronized e-mails in all folders.

Rules for Synchronizing E-mails

When synchronizing e-mails in the groupware system with Aurea CRM, the following rules are applied:

  • If a groupware user receives a mail from an external sender:
    • If the sender of the e-mail can be uniquely identified in the Aurea CRM database, and the recipient is the groupware user (owner of the mailbox):

      A contact record (Type: E-mail) is added to the person record corresponding to the sender in Aurea CRM. The recipient is entered as the Rep in the contact.

    • If the sender of the e-mail cannot be uniquely identified in the Aurea CRM database, but the recipient (owner of the mailbox) can be uniquely identified:

      A contact (Type: E-mail) is added to the person record corresponding to the recipient in Aurea CRM. The recipient is also entered as the Rep. The e-mail is flagged for editing in Aurea CRM, see Error Handling.

  • If the e-mail is sent to several internal and external recipients:
    • If the (external) sender can be uniquely identified in Aurea CRM:

      A contact record (Type: E-mail) is added to the person record corresponding to the sender in Aurea CRM. The groupware user is entered as the Rep in the contact. All further recipients that can be identified are added as participants. If at least one of the recipients cannot be uniquely identified, the e-mail is flagged for editing in Aurea CRM, see Error Handling.

    • If the sender of the e-mail cannot be uniquely identified:

      A contact record (Type: E-mail) is added to the person record corresponding to the groupware user in Aurea CRM. The groupware user is also entered as the Rep in the contact. All further recipients that can be identified are added as participants. The e-mail is flagged for editing in Aurea CRM, see Error Handling.