Tracking outgoing emails with same subject

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Posted on by nathan.m

Some of our recruiters do a lot of cold emailing, sending emails with the same subject to multiple recipients. Using the Dynamics addin for Outlook, they can track one, but the others all return errors stating that a record with subject line value already exists.

As I understand, there are settings for "smart-matching" that affect this. Is it possible to adjust these settings to allow multiple records with the same subject to be assigned to multiple accounts? Or is this some other bizarre issue that can be corrected another way?

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LuHao 40,892 on at

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Hi partner,

I enabled "smart-matching" and tracked emails with the same recipients and the same subject, they were all successfully tracked.

Please check if there is duplicate detection rule or alternate key on Email subject.

https://docs.microsoft.com/en-us/power-platform/admin/set-up-duplicate-detection-rules-keep-data-clean

https://docs.microsoft.com/en-us/dynamics365/customerengagement/on-premises/customize/define-alternate-keys-reference-records

In addition, could you successfully track email with the same subject by assigning Tracked to Dynamics 365 Outlook category?

https://docs.microsoft.com/en-us/power-platform/admin/use-outlook-category-track-appointments-emails

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nathan.m 5 on at

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Hi Lu, thanks for the reply. I checked the duplication rules and didn't see anything regarding subject lines. I also looked into keys, but didn't it seems like that only applies to on-prem Dynamics? Also, the user in question is facing issues with the same subject going to multiple recipients. I will try assigning the category and follow up again.

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Joel CustomerEffective 445 on at

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Email tracking has only one regarding however through the email address they are also related to the contact woth that email address. So if you send the same message to 50’people it will show up in the email history for 50 people. Basically if you just want to relate it to the job candidates then you don’t need to set regarding because it will always be related to the person via the email. I would probably set regarding to the company for which the job opportunity is for. That way all correspondence regarding their job will show in their history

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Joel CustomerEffective 445 on at

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Scratch my last answer—today the best option is to use power automate flow for this. Workflow cannot update opp or quote products but flow can

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Pankaj Gogoi 3,177 on at

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Hi Nathan,

You can also use tracking token along with smart matching if you are okay appending a CRM token in the subject line.

Best Regards

PG

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