Setup filter
Definitions
- Match anywhere in string – The text entered in
the ‘Field Contains’ box must appear anywhere in the field as contiguous
text. For example if the subject is
“New web contact, needing some relocation information” then “web contact”
will match, as will “relocation information” as well as “New web contact,
needing some relocation information”.
However “web relocation” will not match since the words do not
appear in that order in the subject.
- Beginning of Line – The text must appear exactly
as entered as the first text in the field.
For example, if the subject contains “New web contact, needing some
relocation information”, then “New web contact” however, “web contact will
not match since the subject does not begin with “web”. This is particularly useful to avoid
replies to messages from being re-processed (the reply will generally be
prefixed with RE:, there it will not match the beginning of the string.)
- Match entire String – The text entered must match
the entire field, no words or letters missing. For example if the subject is “New web
contact, needing some relocation information” then “web contact” will NOT
match, as “relocation information” NOT match. The only thing that will match is “New
web contact, needing some relocation information”.
Methodology
To setup the filter you need
to specify as much information necessary to uniquely identify the email. For some situations this will be the subject
only, in other cases you will need to specify subject, from/to and/or body
data. If the subject line is such that a
person would generally not use as their subject line (e.g., Web Contact
Requesting Relo Info) then you can use only the one field, otherwise you will
need to enter multiple criteria.
Example
The email has the subject
‘Web Contact’, this is used for the email subject in the filter for the
profile. If necessary you could enter
the into the To Field for the filter ‘demo@sonomaenterprises.com’; however, in
this case we are comfortable that the subject Web Contact will uniquely identify the email as coming from
our website.
Figure 1
Figure 2
Select Folders
Definitions
- Contact Folder – Once the email is processed and
parsed this selection defines where the contact will be saved.
- Email Folder – After processing the email the
email is moved from the inbox into the folder defined here.
Methodology
The email will come in from
the website and be received into the inbox; you should not have any rules
running that will move this message.
WebMail2Contact will continually monitor the inbox watching for new
message, when one is received it will compare it to the filter(s) defined and
if it matches it will begin the create contact process. The email folder defined here is used to
instruct WebMail2Contact on where to move the processed email once the contact
has been created. Likewise, the contact
folder will be where the newly created contact record will be saved.
Example
To set your folders, click on
the WebMail2Contact option on the toolbar and then click on the folders
tab. Expand the folders until you find
the folder you want the contact/email saved.
|
Figure 3 |
Notice: All Outlook folders are displayed including
Mailbox and Public folders if you are connected to an exchange server. The folder must exist
before opening this setup page, if you want to save the contact/email in a
new folder create it prior to opening this window. |
Define Primary Data to Parse
Definitions
- End of Line – The data for this field will be
read from the end of the ‘string to search for’ until it hit the end of
the line.
- Specific Text – The data for this field will be
read from the end of the ‘string to search for’ until it encounters the
text entered in the ‘End of field text string’.
- End of Data – The data for this field will be
read from the end of the ‘string to search for’ until it hit the end of
email message.
Methodology
The idea with the Primary and
Other Data tabs is to allow you to map the data from the email however you like
into the Outlook contact fields. By
using the different end of string markers you have the flexibility to identify
and the text in most any way in the email message, regardless if it is all in
one line or spans multiple lines.
Example
- End of Line –With the ‘end of line’ selected, if
the ‘string to search for’ is ‘Name:’ and the email is as show in the
figure below. WebMail2Contact would
read the message and find Name: in the first line then read everything to
the right of the ‘:’ to the end of the line (stripping leading and
trailing blanks) and save that in the full name field for the contact.
- Specific Text – With the ‘specific text’
selected, the ‘string to search for’ is ‘Comments:’, the ‘end of field
text string’ is ‘Best Time to Call:’ and the email is as show in the
figure below. WebMail2Contact would
read the message and find Comments: in the eighth line then read everything
to the right of the ‘:’ until it encountered the string ‘Best Time to
Call:’ (stripping leading and trailing blanks) and save that in the body
field for the contact (large text box at the bottom of the general tab).
- End of Data – With the ‘end of data selected, if
the ‘string to search for’ is ‘Describe your timeframe:’ and the email is
as show in the figure below.
WebMail2Contact would read the message and find ‘Describe your
timeframe:’ in the eleventh line then read everything to the right of the
‘:’ to the end of the email message (stripping leading and trailing
blanks) and save that in the field you specify.
Figure 4