Email Woes in 5.0

[zacheos]

I am re-writing this post to direct at more specific issues:

Why must email messages be imported into the system before the user is given the option of removing the email from the server? Also, is there any way to automate this process?

Having to click and import every email all the time is very time consuming and confusing. It appears that the paid versions of the system allows for rules configuration and even automated importing, is this not possible in the Open Source edition?

[zacheos]

Sadly, it seems the perfectly fine email system used in 4.5 has been replaced with a system that makes managing email ten times more difficult and with no apparent reason. Why can't sugar just check, download, and manage email like any other email client?

[agupta]

zacheos,

1. In 5.0 you do not have to import messages from you email server before you can delete them. This was a requirement only in 451x. There you had no choice, every message that every arrived in the mailbox was being imported into the database. You can configure 5.0 to not import any messages, and this is the preferred behaviour.

2. we do not have rules in any flavor (open source/ professional) of application


-Ajay

[zacheos]

1.) The current system requires that I either delete the email, or import it. Yes, when I delete the email before importing it it does remove it from the mail server. And yes, when I import I can choose to delete the mail at that time from the server.

But this process is far more complex than it should be.

Scenario: I get an email that I would like to keep, and I have a folder set up for keeping all email from that sender. So I import the email into the CRM. Then I go over to the "My Email" folder. I drag the email into the specific folder that I want it stored in. I then return to the main Inbox and delete the message so that it is removed from the server. (Of course I could also select "Delete message from server" during the import 9but this is imideate and does not provide the saftey that Outlook does when configured to remove email after x number of days), Regardless, I still have to then go to the "My Email" folder, find the email message and move it to the desired folder.

Same scenario in outlook: I get the same email. It is automatically checked for the sender name and placed directly into the correct folder for email coming from that sender. Then after 2 days, it is automatically deleted from the mail server. Done and done.

With this Sugar system, I have to deal with multiple folders, multiple inboxes, and multiple headaches.

Since I have several email accounts being checked now in Outlook, to switch to the Sugar system, I must manually import email from several inboxes. Then manually move them from one folder to another to keep them organized, not to mention, return to the main inbox to delete the message from the server once I know it is safely stored in the CRM.

2.) Your website not only talks about the filtering options avaible in the paid versions, it shows pictures of the system in the 5.0 features webcast. I have attached a screenshot from your video showing the feature of the automated rules wizard's sorting abilities.

Automatic import and sort is a must have - if you expect anyone to use the Sugar email system over Outlook.

[agupta]

If you want to organize email by sender then I see you using one of the following two setups:

Setup 1.
1, Configure you mailbox as personal mailbox , you can configure it as a group inbox too.
2. Create sugar folders for senders whose emails you want to track.
3. When new email arrives , right click to import, move to specified folder and delete the email from email server.

setup 2.
1. Continue to use outlook to run the rules to organize email.
2. configure sugar to automatically import email from a folder in your mailbox. You will need to define a destination sugarfolder for this email. Email will be deleted after import.
3. repeat step 2 for addition folders that you would like to track. we are working on multiple folder subscription currently.


The rules UI that video that you saw was from an early release, we decided not to release it , it will be available in a future release. That video will be removed very soon.

-Ajay

[zacheos]

How is Sugar configured to import email automatically? Can this be done for other features in Outlook such as calender?

* claified:
(As you state in set 2-2 above)

[agupta]

Automatic email import is exactly same as how 451x works, please follow these steps:
1, login as an administrator
2. Go to the admin panel and choose to configure a mailbox (follow inbound email link).
3. enter values for all required fields, and press test settings , before save.
4. from the ensuing popup select a folder that you would like to monitor.
5. now create an associate a sugar folder with this mailbox, this field is towards the end of inbound email config screen.
6. save the mailbox
7. configure cron
8. Now if you navigation to the email UI you will see the new sugarfolder you created, if not click the setting page and select it from there.

let us know if you run into issues.

Thanks,
Ajay

[andydreisch]

FYI that I've alerted the Sugar Mktg team that the Email Rules engine feature is still highlighted on the 5.0 webcast even though we later dropped it for GA.

zacheos, thanks very much for pointing this out.

Andy

[zacheos]

I will have to play with this a bit more when I have a second... But I assume then the import feature only works on email, and there is no similar function for the calendar, is that correct?

[smerem]

Hey guys. Call me dense. But this set of instruction makes no sense and nowhere do I see a feature to "auto import" email.

Here are my questions:

When the contact exists...
- Can the email just AUTOMATICALLY be imported to history?
- Also any replies to that contact?

When the contact doesn't exist...
- How can I tell easily?
- Once "Quick Added" can't it work as above.. JUST RECORD THE HISTORY as it's received/replied to?'

I just can't understand what the logic is behind this? Maybe it's becuse I expect to use the SugarCRM email client as my actual email client.... Is that so wrong?

My sales guy needs to receive/reply to his mail. 90% of the time his contacts will already exist. The few times they don't.. He can use QUICK CREATE to add them. Then again be on his merry way.

PLEASE provide me some assistance. I'm using the newest 5.0 version.

Shane

Automatic email import is exactly same as how 451x works, please follow these steps:
1, login as an administrator
2. Go to the admin panel and choose to configure a mailbox (follow inbound email link).
3. enter values for all required fields, and press test settings , before save.
4. from the ensuing popup select a folder that you would like to monitor.
5. now create an associate a sugar folder with this mailbox, this field is towards the end of inbound email config screen.
6. save the mailbox
7. configure cron
8. Now if you navigation to the email UI you will see the new sugarfolder you created, if not click the setting page and select it from there.

let us know if you run into issues.

Thanks,
Ajay