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An email arrives into a traditional inbox. Instead of using a tool like Outlook to log in and view your emails, bxp logs into the inbox. It then hoovers the email out and turns it into a data record. Now that it is a data record the processes controlling what happens can be very structured. Unlike a gmail inbox or outlook inbox where rules and processing order are very hard to control.
This article covers a number of areas including setup and configuration of this engine. = Steps Uses = * Work distribution : Once the emails are converted to records then can then be managed in a number of ways [[Form_-_Record_ownership_strategies]] = Technical Setup =
This is done using an email host provider. It is nothing to do with bxp. If you need a hand getting sorted with an email account the All n One support will be glad to provide a number of reference companies suitable to your situation. Gmail and other free hosting providers are a potential solution as well as corporate email. The core need is that bxp is be able to access the mailbox. For company internal email solutions this can pose a number of challenges. For publicly hosted solutions this is never an issue. Consider the following [[File:Bemail_connections_001.png|800px]] * A user inside the organisation can access the email server (1). * The email server can chat to the internet. The controls on that Internet all emails to be delivered in only from the Internet (i.e. Internet into Server through the firewall (vertical grey dashed lined) (2). * For security, people are prevented from viewing their emails from the Internet side. This vastly increases security and reduces the risk of hacking into email accounts.
=== Dealing with Internal email server setups ===
There are generally two approaches the IT department can take.
'''Solution A. Forwarding.''' When an email comes into the mailbox inside the firewall, the email account is set up to forward the email to an external mailbox that is accessible on the Internet. bxp logs into the publicly accessible account. '''Solution B. Restricted access through the firewall. ''' bxp's static IP addresses are configured on the firewall to be allowed through. It doesn't open up the connection to the world only just for bxp. This can be acceptable to some IT departments.
* Subject field : The Subject of the email is to be stored in this selected field.
* Body Field : The Body of the email is to be stored in this selected field.
=== Advanced configuration options ===
Beyond just basic email retrieval bxp can also perform further actions when emails are retrieved.
* Attachments as CCLs : Should attachments be stored as well? If true, attachments are available through the Contact History button
* Notify on Receipt : Will send an email to this named email address(s) when a new email has been converted to a record. Handy for people not logged into bxp all the time.
* Process as Outcome : Which outcome to execute as an email is stored. We set it to the default Save Test for this worked example.
* Attempt matching? : Should rules be applied to the incoming email.
* Field to match on : Which field should be focused on to perform the matching
There are many configuration options and tweaks you may like to explore with this process. Please contact us in support for further ideas on :
* Enabling a customer to reply to emails and that going straight into a continuing record
* Setting up spam filters
These articles will also be of interest
* [[BEmail_Content_Retrieval]]
* [[BEMail_onArrival_matching_engine]]
