SmartEMAIL for BBCRM and Outlook: How to set up the systems

SmartEMAIL for BBCRM and Outlook: How to set up the systems

Below are instructions on how to add the requisite settings to BBCRM to allow emails to be recorded from Outlook (or GMAIL). We do not cover the Email end of the process but just the CRM side and examples of how the data will be recorded.

The example email

Outlook view

This email will be recorded in CRM

The CRM Interaction

The email is converted to a text only equivalent using our custom converter. This copes well with highly graphical emails or emails containing HTML links.

CRM setup

The application user

A user needs to be invited to BBCRM. This user will need to be registered with Blackbaud's ID management system i.e. warren@smartthing.co.uk. It must also be mapped to an application user i.e.

The email search data list

A new data list has been created to search by email based on the ad-hoc query 'Find records by email address query'. This ad-hoc query takes email address as an argument and returns the associated constituent and their Lookup ID. You can then save the query as a data list on the last query tab and select the email address as a search parameter.









The data list must also have the user assigned to it. A new security role 'SmartSYNC' is added just for this task. Rights were assigned to a this role 'SmartSYNC' to which the user was also added:



Rights were also allocated to the SmartSYNC role by finding each of the below and granting rights to the 'SmartSYNC' role:
  1. Add form: 'Interaction Add Form 2'
  2. Data Lists: 'Code Table Entry List', 'Find records by email address', 'Interaction Category List', 'Interaction Subcategory List'
  3. View form: 'View Interaction Form'



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