Filing emails using Classic Outlook Integration

You can file one or more emails that are in your Outlook folders to Sage CRM. When you file a single email, Sage CRM tries to match the email address on the Outlook email with an email address in Sage CRM. When you file several emails at once, Sage CRM looks for a match with the first email address in the batch of emails. If no match is found for the first email address, you must manually match the email batch to a record in Sage CRM. When you're filing batches of emails, ensure all emails have the same email address.

In Sage CRM you can open the Communications tab on a Company or Person record and then drag and drop an email from Outlook directly onto the Document Drop icon. This method stores the entire email as an attachment to the Communication record. Alternatively, complete the following steps:

  1. To file an email that's in an Outlook folder, select the email you want to file and click File email on the Sage CRM ribbon.
  2. To file a new email that you're sending from Outlook, click Home | New | New Email and fill in the details of the email. Then click the Sage CRM menu and click Send and File.
  3. To select the Company or Person records to file the email against, click Add in the File emails panel and search for the required record. If you select multiple Person records, the email is filed as a Communication record against each target specified. If you do not link the email with a Company or Person, the Communication record becomes an orphan record in Sage CRM and is difficult to find. When you file an email against a Company or Person record, the email inherits the territory of the company or person (in that order), depending on your insert rights for those territories.
  4. Specify filing options:
    • Status. The current status of the email (Canceled, Complete, Pending, or In Progress).
    • File By Date and Time. File the email by the date and time at which it was received or by the current date and time.
    • Action. The action type under which to file the email. For example, Email In, Email Out, or Meeting.
  5. Click File email to file the email in Sage CRM and return to Outlook. Alternatively, click File and View to view the Communication record in Sage CRM before you file it.

You can restrict certain types of files being uploaded into Sage CRM using Document Drop but these restrictions do not apply to email attachments.