Mail scanner

01

YetiForce system has a built-in and flexible mail scanner that allows to login to mailboxes automatically and perform certain actions depending on which actions are configured. The scanner helps to automate the processes in which emails are inseparable elements.  

Introduction

In order for the scanner to work properly, a few elements must be configured with both the system and the server. Incorrect scanner configuration may have a negative impact on the stability of the system. We recommend adequate expertise to perform the configuration and to ensure proper data archiving and backup copies. 

Please make sure that the server is configured properly and all required libraries are installed. In order to do it, please go to a page tab "Server configuration" available in the panel. If the server doesn't comply with the requirements, it is necessary to adjust it, because otherwise the application may not work properly. 

Add email accounts

02 setting mail server empty

By default, there are no email accounts in the scanner. To enable email accounts, login to an account from a user level. If the authorization is successful, the system will automatically save login data in the database. Configure the parameters for the mail server before the first login attempt. These parameters are available in the page tab Mail Client. By default the configuration allows login to Google accounts [private and business accounts].  After making sure that the configuration data is correct, try to login to an email account. In order to do it, go to My Mailbox module. A screen similar to the one below will appear: 
03Enter a username and a password [the system will download other parameters from the configuration]. If the data is correct, a screen similar to the one below will appear: 

04

Now a new account is visible from the scanner level and other parameters can be configured here: 

05 setting mail server action

Additionally each user should have an account to which the system will automatically assign records that are created by the mail scanner. Setting an appropriate user or group is very important because it will be informed about any new tickets that need to be verified and assigned to an adequate employee. 

Available actions

There are ten actions available that automate many activities. Additional actions are possible by copying and modifying any currently available action. Below is a list of actions with their descriptions: 

FUNCTION NAME FILE PATH DESCRIPTION
Create email message /0_created_Email.php Add email message to CRM
Create HelpDesk /1_created_HelpDesk.php Create HelpDesk Description
Relate with Accounts /2_bind_Accounts.php Create relation of email message with account record that has this email address
Relate with Contacts /3_bind_Contacts.php Create relation of email message with contact record that contains this email address
Relate with Leads /4_bind_Leads.php Create relation of email message with lead record that has this email address
Relate with HelpDesk /5_bind_HelpDesk.php Create relation of email message with helpdesk record based on prefix with number in subject.
Relate with Potentials /6_bind_Potentials.php Create relation of email message with potential record based on prefix with number in subject.
Relate with Project /7_bind_Project.php Create relation of email message with project record based on prefix with number in subject.
Relate with Service Contracts /8_bind_ServiceContracts.php Create relation of email message with project record based on organization associated with email.
Relate with Campaign /9_bind_Campaigns.php Create relation of email message with campaign record based on prefix with number in subject.

Folder configuration

It is also required to configure folders in the mail scanner so the server knows which folders to search:
06 setting mail server foldersThere is no need to assign all folders because in certain cases (e.g. Google account) it is enough to configure the folder named "All" which contains all emails. Emails are marked as sent/received on the basis of email addresses, not folders.  The folders that are visible are downloaded from the first connected email account. In the future, it will be possible to configure individual folders for particular email accounts. 

Search mail configuration

In the global configuration it is possible to configure email fields in which the scanner will search for records to map. This configuration is important for performing a proper relation of emails with leads, organizations, contacts, vendors, users or employees.   

The scheduler [cron]

Cron must be configured properly in order for the scanner to work. To verify cron configuration, proceed to the page tab available in the panel.

  • Thursday, 10 August 2017