SmartSYNC/SmartEMAIL: BBCRM limit email search to certain sites

SmartSYNC/SmartEMAIL: BBCRM limit email search to certain sites

You may wish to limit your SmartEMAIL sync to BBCRM to only search records linked to a specific site i.e. UK only, or US only. This can be accomplished by creating a Data List in BBCRM and linking to that via a 'Search using data list' Search step in SmartSYNC.

Create the BBCRM search list

Create the ad-hoc query

Create an ad-hoc constituent query that has the filters you wish to apply. We suggest:
  1. Email Addresses\Email address is not blank
  2. Sites\Name is equal to ....
Then in the outputs ensure you include:
  1. Constituent record
You can also output other fields but they are not necessary.

Example:

Save as a Data List

Now we have the query we need to make it accessible to SmartSYNC so we save it as a Data list.
  1. Click the button at the bottom 'Create data list'
  2. Select the Filter option for the 'Email Addresses\Email address' field
  3. Enter a 'Data list name'
Example:

Configure the flow in SmartSYNC

Your SmartTHING support team can help create the flow for you but as a general outline we suggest:
  1. Add the event 'Gmail' > 'New Labelled email' or 'Outlook' > 'New email in category' event step. 
  2. Use the action 'Tools' > 'Email parser' step to break the email down to the email addresses we wish to check in BBCRM
  3. Use the search 'BBCRM' > 'Search using data list' step to search for matching email addresses using your above data list.
  4. Use the action 'BBCRM' > 'Add/Edit Data Form' with the 'Interaction Add Form 2' to add the emails as interactions in your database
As we say, consult our support teams if you have more specific requirements - SmartSYNC will cope with them...

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