The Email Integration feature will allow you to link your business email account to the DMS. Emails sent from, or to that email account, that matches an email address on a contact within your DMS, will be automatically stored against the contact record.
How it works
The integration will look at the Inbox folder and the Sent folder by default. Additional folders can be added to the integration, and the inbox and sent folders can be disabled if required.
The following email account types can be supported:
- Exchange – Outlook, Exchange or Hotmail Accounts
- Gmail – Gmail / Google Mail Accounts
- Other – any other email account provider
Where the emails show in the DMS
To view the emails in a contact record, go to the Activity Tab, emails sent or received from the customer will be listed in date order.
Hover over, or double click on the email details to view the whole email.
Setting up an Exchange Email Account (Outlook, Exchange or Hotmail)
Within the DMS go to Settings > System > Email > Integration. Click on Add New.
Enter the email address and select the account type of Exchange.
The Attach to option can be left blank if the email address that you are adding is a generic business email address, like sales@businessname.com.
If your are setting up a personal emails address you should set the Attach to to the username that has been setup in DragonDMS for this individual.
Once you have clicked Save, you will be prompted to authorise the email account which will take you to the Microsoft login screen:
NOTE: Upon logging in, you may find that your system administrator has put restrictions on your account. You will need to contact them to grant permission to complete the email integration setup.
Once all authorisation has been given, you will be taken to a page advising that the email integration connection was successful.
Close this window and return to your DragonDMS and the Email Integration settings. Click on Refresh to see the new account that you have setup.
To complete the set up, double click on the email address, tick Enabled and Save.
Setting up a Gmail Email Account (Gmail or Google mail)
Click on Add New, enter the email address and select the account type of Gmail.
The Attach to option can be left blank if the email address that you are adding is a generic business email address, like sales@businessname.com.
If your are setting up a personal emails address you should set the Attach to to the username that has been setup in DragonDMS for this individual.
Clicking Save with take you to the Gmail authorisation page where you need to login and authorise the integration.
Once all authorisation has been given you will be taken to a page advising that the email integration connection was successful.
Close this window and return to your DragonDMS and refresh the Integrated Emails screen to see the new account that you have setup.
To complete the setup double click on the email address and tick Enabled then Save.
Setting up any Other email account
Click on Add New, enter the email address and select the account type of Other.
When setting up an email address that is not Exchange or Gmail, you will be required to enter additional information that your email provider will be able to give you.
With this information enter the Incoming Host, Outgoing Host, Incoming Port and Outgoing Port.
The Attach to option can be left blank if the email address that you are adding is a generic business email address, like sales@businessname.com.
If your are setting up a personal emails address you should set the Attach to to the username that has been setup in DragonDMS for this individual.
Click on Save, you will then be prompted to enter the password for the email account.
Setting up Folders
By default the integration will monitor the inbox and sent items folders.
If you have additional folders that you want to be included in the integration click Add Folder and enter the exact folder name (this will need to match exactly the folder name within your email account). Tick Enabled and Save.
Disabling Inbox or Sent Items
You can choose to disable your inbox and/or sent items from the email integration. To do this double click on the integrated email address and tick to Disable Inbox Sync and/or Disable Sent Items Sync.
Then click Save.
