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Microsoft Dynamics CRM (Archived)

how to handle incoming emails (default status of completed)?

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Hello - I'm working on a CRM system where an incoming email from a new address auto-creates a new case. Followup emails from the same email address are associated with the original case that was auto-created.

It looks like if an incoming email is auto-associated with a case programatically through the plugin then the email has a status of "Completed." How do you normally handle this? It seems like the new email should have a status of Open because the email should display as an open item in the case PM's dashboard so he knows to respond to it.

So do you normally have to actively set the incoming email status to Open to override the default Closed status for incoming emails or do you handle this in a different way for case email management?

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  • Verified answer
    GL-23071537-0 Profile Picture
    Microsoft Employee on at

    Hi Andrew,

    The way CRM works is that an Open Email is a draft outgoing Email.  To close an open EMail, you must send it.  Emails that are sent/received are closed, which renders them read-only.  

    I would recommend architecting another solution around determining which Emails have been responded to versus not that does not involve changing the status to Open.

  • Community Member Profile Picture
    on at

    Thanks Gretchen!  What are some common approaches that CRM implementors are using for this?

  • GL-23071537-0 Profile Picture
    Microsoft Employee on at

    Hi Andrew,

    I personally haven't helped a customer with a similar solution, but what comes to mind is a plugin that keeps the case up-to-date with a status based on whether the most recent Email is incoming or outgoing.  This could be done with workflow, but I try to avoid triggering workflow on something that happens a lot (e.g. on create of an Email).

    Not sure if you care about whether an individual Email received a reply or just that all Emails in total addressed.  So, if a customer EMails 3 times, the case will be set to "Reply Needed".  If you reply back once addressing all the Emails, the case is set to "Replied" or something like that.

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