Vantage CRM Email Archiving Setup Updated: September 2014
Introduction The email archiving feature in Vantage CRM provides the client company with the flexibility to utilize the email platform of their choice when associating email activity records. Through the new Email Archiving feature, site administrators will configure an email account to receive and associate all inbound or outbound messaging as needed by the individual CRM user within their site instance. All Vantage CRM users must send emails to the archiving service using the email account associated with their Vantage CRM login to properly associate email records. Setup Required for Setup: IMAP configured email account Incoming mail setting conditions these are usually found in the settings section of your email account Note: The email address configured should be dedicated to receiving emails for the Email Archiving Service. Users should not provide this email for subscriptions to mass email lists. To configure the email archiving service as an administrator, please log into the administrator account and visit the Admin Settings. Scroll to the bottom of the Admin Settings and select the Email Archiving Service Setup module from the Other Settings Block.
Administrator Modules Email Archiving Service Setup Once the administrator has accessed the Email Archiving Service Setup enter the configuration details as specified by your email platform provider. If you believe that the default options for configuration have been changed by your IT department, contact your IT department for correct configuration information. Select save. Configuration for Gmail Accounts - Default
Once saved, users with recognized email addresses (same Vantage CRM username as email) will be able to include the configured email archive address in their communications to create email activity records associated with lead, account, or contact records within the application. Note: For certain email providers administrators might need to accept log in activity from Vantage CRM in the security settings section of the application. If access to the email account is not granted, the administrative user will receive an error message upon saving the configuration. Ex. Administrators configuring Gmail accounts for the Email Archiving Service should access AccountSecurityRecent Activity and accept login from Application/device sign-in. Then enter the configurations above into Vantage CRM and select Save. For additional standard use information, please visit the Video Tutorial Suite, available from the Help & Support page within your Vantage CRM account. Once in the Tutorial Suite, select Cool Features and Email Archiving Service to learn more. Standard User Features (Video Tutorial Site Guide) General The email archiving service is designed to allow the user to create email activity associations using the email platform of their company's choice. Once the site administrator has configured the Email Archiving Service account, site users may begin to include the address in business communications to track important email conversations for future reference. How it works: Construct email to intended recipients Include archive address in the To, Cc, or Bcc fields For exact email address record matches, an email activity association will be automatically generated on that Lead, Account, or Contact record. For email addresses that match multiple records, the user will be able to choose records to associate the email activity to in the Offline Records module. For email addresses that do not match any records, the user may choose to create a Lead, Account, or Contact within the Offline Records module and automatically associate the email activity. Video Tutorials: [Email Archiving Pt. 1: Getting Started] [Email Archiving Pt. 2: Making Record Associations]
**Note: 1. All emails received to the archiving service must be from an email matching your username in order to be associated 2. Emails that include the archiving address in the Bcc address section will need to have the archiving address re-added on future communications for continuous conversation documentation 3. Forwarding or sending an email chain to the archiving service without any additional recipients will currently produce no email activity record association within CRM or the Offline Records Module. This functionality is currently being worked on and will be released shortly. 4. There is up to a 10 minute time lapse between sending and record association, or record appearance in the Offline Records module.