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In today’s blog we’ll be discussing the top 5 email related settings that are often over looked and should be evaluated or checked before a crm solution goes live. These are settings that if they are set properly will make for a very smooth go live without any unforeseen consequences.
1. This first setting is often not known. In CRM 2011, the out of the box behavior is that an email cannot be sent to an unresolved address. This means an email can only be sent to a lead or contact or account or other email enabled entity. However, this is changeable and CRM can email unresolved emails.One example were this is useful is a workflow that sends emails to external parties and there is a valid reason why they are not a contact or lead in your crm.
2. The second setting often is a setting that is often a source of annoying delays. In CRM 2011, when a user is first setup, they cannot send emails from crm. The email must be ‘approved’ by an administrator. This is a simple step but is often forgotten and can cause email delays.We always recommend unchecking the option in system settings in the email tab so a new user can be ‘email ready’ without the need to ‘approve the email’.
3. The 3rd email related setting is related to outbound emails. When an automated process such as workflow sends an email, the email needs to be sent either via the Outlook CRM Client or the Email Router. If either is not defined, the email will sit there and NOT be processed (sent). The mechanism of how an outbound email is sent is defined in the user’s record.Our recommendation is to set the outbound processing for the email router. This will allow emails generated by the crm system to be delivered right away via the email router. This also means that you do need to install and configure the email router.The above settings can be set automatically for all users by the use of a simpler out of the box workflow that runs on create of new users.
4. The fourth setting is a setting that is often missed. We all know that the outlook crm client can track an email in crm when we open the email and click track in crm.But inbound emails can also be automatically evaluated if they are ‘crm related’ and tracked in crm automatically. This is a setting in the outilook crm client options:
5. And now the last setting that needs to be checked or evaluated before going live. This setting is a powerful setting related to email tracking. With the outlook crm client it is very easy to track an email in crm and have the whole chain of emails in crm. But an often overlooked setting is that the outlook crm client CAN automatically created a lead or contact if the email address is NOT in crm.
This is a great way to automatically get more leads or contacts (depending on your business) in crm. And depending on your business can also be a great way to pollute your crm full of contacts or leads that you don’t want.
So, any other email related settings that you think should be part of this blog?
I have everything set up for Server-Side Sync (Gmail) and also made sure that option 1 is checked. Mailbox tests worked perfectly fine and emails were sent and received in gmail successfully, but a workflow that sends emails directly to Gmail results in the "pending send" issue and so far could not find a solution to fix it. What could be the problem please? Thanks
I have configured E-mail router to send emails and get incoming emails from MSD CRM but I am not able to track/record the outgoing emails in CRM. it is delivering to recipient but it is not tracking in CRM outgoing list .
Note: E-mail router only configured not Outlook client.
Is there any answer please help me?
Sorry for the last post. I meant to ask if there is a setting that controls whether a copy of a tracked email should be sent back to the sender of an email when sent through Outlook? I seem to be getting copies of all the tracked email I send out being sent back to me as a copy that is not tracked in CRM.
How can an email be sent using the emailaddress2 field instead of the primary email address?
Helped a lot!
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