E-mail Synchronization Settings

Learn how to configure the E-mail Synchronization Settings.

This topic explains the various settings you can perform on the e-mails to be synchronized. Such as the synchronization timing, attachment rules and action that can be performed in case of synchronization failure.

E-mail Synchronization Settings Dialog

Set the E-mail Synchronization Settings as per the below instructions:

Synchronize E-Mails / Synchronization Interval

Synchronize e-mails: If this check box is activated, e-mails are synchronized. De-activate the checkbox to prevent connector from synchronizing any e-mails at all.

Synchronize e-mails every n minutes: You can additionally define the interval (in minutes) in which the connector checks users' mailboxes for new mails to synchronize.

Name of the synchronization Folder and additional options

Name of the synchronization folder: connector synchronizes e-mails in a specific folder (and its sub-folders) with the Aurea.CRM system. This means that the user has to move or copy the mails which should be synchronized to this folder.

Note: In case of Gmail there are no folders, but labels.

Note: The synchronization folder has to be a direct child of the <inbox> and therefore only the format /<inbox>/sync_folder_name is accepted.

Automatically create folder: If this option is enabled, connector adds this folder to the user mailboxes if it does not already exist. If this option is unchecked, the user needs to create the synchronization folder manually.

/<inbox> is a language independent placeholder for the inbox. If you set the parameter to /<inbox>/crm, the connector creates the CRM sub-folder below the Inbox in an English or Posteingang in a German mailbox. As administrator, you do not need to care about the different languages of your users' mailboxes.

Note: Typically it is required to add the folder to the IMAP subscription list in your e-mail client in order to see newly created folders. Neither Thunderbird nor Outlook update the folder list automatically.

Synchronize e-mails if the owner of the mailbox cannot be found in the recipients' list (e.g. was added as BCC): If this option is enabled the owner of a mailbox is added to the recipient list exchanged between connector and CRM.interface to allow for synchronization of such e-mails.

"Attachments" Settings

Do not synchronize attachments: Enable this option to prevent attachments from being synchronized.

Synchronize attachments: If you enable this option, every attachment is synchronized as a single document and linked to the appointment (MA) record in the CRM system. You can also limit the size of the attachments via the "Do not synchronize attachments larger then <n> kilobytes setting".

Save whole message as EML file (attachments included): If enabled, the message itself including all attachments is linked to the appointment (MA) record in the CRM system as a document. You can also limit the size of the EML file via the "Do not synchronize EML files larger then <n>kilobytes setting".

"Synchronization Success" Setting

Move successfully synchronized e-mails to the following sub-folder: If this option is enabled, e-mails which have been successfully synchronized with Aurea.CRM are moved to the sync_success folder or the matching sub-folder.

Note: In case of Gmail there are no folders, but labels.

Note: The sync_success folder is always a direct sub-folder of the synchronization folder.

E.g. if an e-mail from a </inbox>/crm/company1 sub-folder is synchronized with Aurea.CRM it is moved to the </inbox>/sync_success/crm/company1 sub-folder.

The particular sub-folders (in our example the company1 folder below </inbox>/sync_success/crm/) are generated automatically.

"Synchronization Failure" Settings

Send error messages to the users by e-mail: If this option is enabled, the user is notified of synchronization failures via e-mail.

Note: It is not recommended to use this option without enabling "Move unsuccessfully synchronized e-mails to the following sub-folder" as well. connector stores the last reason for a failure in the synchronization database (mmSyncStatus property) and does not send another error message unless the error reason changes, but in a scenario where connector is not able to access the mmSyncStatus property (e.g. if decoding of e-mail fails), it keeps sending error messages over and over.

Move unsuccessfully synchronized e-mails to the following sub-folder: If this option is enabled, e-mails which are not synchronized are moved to the Sync_Failure sub-folder of the synchronization folder.

Note: In case of Gmail there are no folders, but labels.

Note:

The Sync_Failure folder is always a direct sub-folder of the synchronization folder.
In contrast to successfully synchronized e-mails connector doesn’t create subfolders in the Sync_Failure folder.

If you have defined /<inbox>/crm as the synchronization folder connector, creates a folder /<inbox>/crm/Sync_Failure and moves unsuccessfully synchronized e-mails into this folder. connector then no longer tries to synchronize these e-mails.

"Sending Warning Message" Settings

Message body was truncated: If this option is enabled, the user receives a warning e-Mail from the connector in case the message text (body field) of a synchronized message exceeds the size of the text field in Aurea.CRM.

Note: With the option Save whole message as EML file (attachments included) enabled, you can ensure that the complete message is synchronized to Aurea.CRM.

At least one attachment was not synchronized: If this option is enabled, the user receives a warning message from connector in case an attachment is not synchronized because its size exceeded the defined limit.