Top menu >> Setup >> Email integration
Email integration attaches emails to specific process forms. At RPM, we use Email Integration to supplement our Prospect, Quote, Trouble Ticket, Commission Issue and Order processes. With Email Integration, we attach emails that relate to a specific Prospect or Client to their respective form. This keeps our email correspondence organized and provides a quick reference guide for anyone to get up to speed on a lead or client.
There are two types of email integration authentication, which we describe as basic and secure.
To use email integration with basic security, setup a dedicated imap account.
After the imap account has been setup, click Top Menu and choose Setup.
Click Email integration.
Click Edit under Settings. Configure the email integration setting you require, we recommend the Check for email and Show email box on forms. For the Authentication option choose No for Use secure authentication. Enter the Account information from dedicated imap account.
Click Test connection to ensure you have configured the imap email account properly. If the settings are not correct, you will be notified. If settings are not correct, check you have entered the information correctly.
If you are using Gmail you will need to set up an app password. Please follow these steps: https://support.rpmsoftware.com/support/solutions/articles/12000087157-google-app-password-for-email-integration
After the Account settings have been properly tested, click OK.
Any Microsoft email will require secure authentication.
In settings choose Yes for Use secure authentication.
You will not need to configure the IMAP Server or Port setting, these will be configured for you.
Click Sign in with Microsoft.
Depending on your account settings you may need further setting configuration for your Microsoft email account. You may need to set up multifactor authentication such as an authenticator app and phone.
You will also have to accept the permissions that allows RPM to access your email.
Once the Microsoft settings are configured Confirm the Microsoft account to be used with email integration.
After confirmation the email integration settings will be updated.
You should now Test connection. You'll likely if you've made it this far get the all clear...
That's it, you may want to send a test email just in case, if you don't have email integration set up yet, keep reading.
Note that if you do not send a email and view the form an email has been sent to for 90 days you will need to relink you account. If you regularily use this feature, you will not need to do this.
How to use
Emails get attached to process forms by including a process alias and form number in the subject line of the email.
The next step is to + Add an alias.
Choose the process for Email Integration from the drop down list, and enter an alias.
Aliases must be three characters or longer.
Example aliases: TT#, ORD#, Lead etc..
Click OK when done
Repeat this process for all processes desired for Email Integration.
To match an email to a process form, you must send the email to the dedicated email integration email account.
In the subject line of the email you must include the process alias and the form number of the form you want the email to be matched to.
The subject line does not only have to include the alias and the form number but can contain other text. You do not have to worry about the "Re:" or "FW" either.
Once sent, RPM will check for emails and attach them to the process form based on the information provided in the subject line. The emails will be placed in the Emails box. You can click on them to view.
Please note that you have to use a separate email address for each RPM subscription.