to Sugar User Guide v1.3.0 (March 11, 2012) by Blake Robertson

Transcription

1 to Sugar User Guide v1.3.0 (March 11, 2012) by Blake Robertson Requirements SugarCRM: At the time of writing, it s been tested with v5.5 -> 6.4. It will most likely work with newer versions as well and I just might not have updated this manual. It works with Community Edition, Pro, and Enterprise. It may work with older versions as well. It will not work with SUGAR ON DEMAND instances at this time. Database: MySQL or MSSQL An IMAP account you can use to BCC s to. The Sugar Scheduler must be setup properly. This requires setting up a cron job on Unix-Based Systems or a scheduled task on windows to invoke the cron.php file in sugarcrm folder. See the application guide for more information on doing this. SugarProfessional/6.0/-docs-Application_Guides-Sugar_Professional_Application_Guide_6.0GA- Administration.html# Installation Instructions (Fresh Install) (Note: screenshots are shown for each of these steps at the end of this guide) 1) Setup an inbound account in Sugar which will be the address you use in the BCC field. The default name used in the script s $MAILBOX_NAME Constant is Archiver. Before going to the next step, make sure that you have properly setup this account and that you can receive s and they show up on the s Tab in sugar. NOTE: Pro/Ent Users: set the team for this account to Global or the s imported will only be visible by the people on that team. NOTE: 90% of problems is getting this step setup properly! Test before proceeding! 2) Unzip the zip file and put the _to_sugar.php somewhere. The default location is in the root htdocs folder. 3) Open _to_sugar.php and edit any of the constants at the top of the file. There are following options: a. $MAILBOX_NAME set this to the mailbox name given in step1. b. $CONFIG_FILE_PATH set this to where your sugarcrm config.php is. This is used to get the database credentials. Alternatively you can hardcode them further down the file. c. $LOG_FILE_PATH self explanatory. (Note: there is no log rolling so log files will grow indefinitely if logging is enabled). d. $IGNORE_DOMAIN1 Set this to your domain to avoid creating related account bean entries for s which include s to people inside your company on s. For example, if you ed somecontactnotinthecrm@somedomain.com and also CC d two of your coworkers. Since your coworkers exist in the system as Users we would have found 2/3 contacts and therefore would associate this to those two contacts but not the 3 rd (we only need one matching contact then we ll remove it from the inbound account). By adding your domain to the IGNORE_DOMAIN option we would not count the 2 matching accounts as a match and the would remain in the group inbox since no valid contacts are matched. (see usage questions and screenshots for more info). e. $IGNORE_DOMAIN2 provides a second domain option for ignoring in case you have multiple domains. f. NEW IN V MAILBOX_ _ADDR - set this to the address you use in the BCC line. It s needed to detect s that are sent To this address. When s are sent To this address (instead of BCC or CC)... the body of the is searched for the appropriate address that this record should become linked to. 4) Test it manually by running the script from the command line. By running php _to_sugar.php 5) If you don t get any errors, then setup a scheduler to call every 3 minutes. 6) Send an to a known contact in the system and BCC the address you setup in line 1. Wait 3 minutes and verify the is now linked!

2 Upgrade Instructions (Existing Installs) Just replace the old _to_sugar.php file with the new one you downloaded (back it up first). Then, edit the constants at the top of the new file as described in step 3 above. Obtaining Help / Contact Info Please post questions to this thread: This project originally collaborated using the SugarForge built in forum module. But, SugarCRM disabled that for all projects sometime in the 2nd half of So, unfortunately a lot of the information that was there has been lost. If you don t have questions, but would just like to tell me that you re using this module. I d love to hear it. You can send me an from my website: Please also consider rating this project on sugarforge so people know it s an active project. You can also follow me on Release Notes: v March 11, Added support for MSSQL database. No other changes were made so there is no need to upgrade from version v May 17, Added a way to archive incoming . Now you simply forward the with the To field set to the address used for the Archiver (the one you usually BCC when sending s). The body of the will be parsed and the address following the first From will be used to find the appropriate Contact or Lead to associate the with. v1.1 - November 18, Minor Changes, set direction to outbound. v1.0 - November 11, Initial (Keep reading... there is more :P)

3 Usage FAQs / Troubleshooting *NEW* How can I Archive an I received from someone? As of version 1.2, Now you simply forward the with the To field set to the address used for the Archiver (the one you usually BCC when sending s). The body of the will be parsed and the address following the first From will be used to find the appropriate Contact or Lead to associate the with. What happens if an matches multiple contacts? The is associated with all contacts and leads that are listed in the To and CC fields of the . In the case of a contact, it will also add a relationship between the and the parent account so it s visible in the Accounts History subpanel as well. What happens if no contacts or leads are found? Then the stays in the group folder. Once a matching contact or lead is added it will be removed the next time the to sugar job runs. In the future, I may add other options such as the ability to create a task for the assigned user or send an to the from address informing them that no s matched. Who is the assigned to? It s assigned to the matching user based on the from address. What happens if the from address doesn t match any of my user accounts? In the current release, it will stay in the group folder until someone manually deletes it or a user account is created. In a future release I may add an option to just remove the if it doesn t match one of the FROM addresses if people report spam becoming an issue. How can I determine why s are staying in the Archiver mailbox? When you run _to_sugar.php from the command line, each that hasn t yet been archived is printed out and a reason is provided as to why it s still in there. Processing with subject: Meeting Request + Related Bean Count: 0 + ID: 8c07c485-e2f7-86dc-a752-4dc No Matching Leads/Contacts/Beans. will remain in the group inbox folder. Processing with subject: RE: Software v4.3 Released + Related Bean Count: 1 + ID: 5f1d0abf-86ad-b8f7-6dc6-4dc14b3c9a62 - Can't locate a user account for FROM address. will remain in the group inbox folder. At the end a report is also provided which summarizes the reasons: Unable to process 211 msgs. No Matching User: 2, No Matching Contact: 209 Why can only certain users see the imported s? You probably set the team of the group inbox to something other then Global. Once you change it, only newly received s will be assigned to the new team. There is no way to fix it the previously imported s unless you write a SQL query to the database directly to fix them.

4 APPENDIX A: Installation Screenshots Setting up an Inbound Account In Sugar Note: Ensure you have the Import s Automatically checked and set Assign To Teams to Global!

5 Setting up a Scheduled Job In Sugar. See requirements section about setting up the Sugar Scheduler if you already have not.

6 Note: Verify that you are specifying a valid URL and that you don t get any errors by going to it in your browser.

7 Appendix B: Usage Screenshots