Saving an Existing Email, Meeting, or Task to Personify360 as a Contact Tracking Record

In addition to saving an outgoing email, meeting request, or task to Personify360, you also have the option of creating a contact tracking record for an incoming or existing email, meeting request, or task.

If the email message is deleted from Outlook after a contact tracking record has been created, it can still be opened using the View Email link on Contact Tracking or CRM360, as the email message is stored in the CUS_ACTIVITY_OUTLOOK_MSG.MESSAGE_FILE column in the database. It is stored in the same manner that images are stored in the APP_IMAGE table. Upon click the View Email link, Personify360 will 'build' the email message from this value along with the CUS_ACTIVITY_OUTLOOK_MSG.MESSAGE_FILE_NAME as the name of the .msg file in the C:\Users\[USER]\AppData\Local\Temp\ folder and will then open in the default email client installed on the computer.

To save an existing email, meeting, or task to Personify360:

1.    Double-click an incoming/existing email, meeting request, or task.

2.    The following fields in the Personify Actions section will default based on the settings defined on the Personify Account Settings screen. You can manually change any of these settings as necessary.

·           Select Topic

·           Select Subject

·           Select Staff

·           Resolved

·           Private

See table below for more information on these options.

Because you are viewing an existing email, meeting, or task, the Search Personify field is disabled.

3.    Click the Save button to save the email, meeting, or task as a contact tracking record in Personify360 based on the settings defined on the Personify Account Settings screen.

4.    Alternatively, you can click the Select Save button to manually select the email addresses in the email, meeting, or task for which you want to create a contact tracking record.
This allows you to select who is assigned a contact tracking record from the list of recipients and it reduces the risk of duplicate records being created. This is different than the Save option, which uses the default configurations to determine how many records get created automatically.  

The Select Contacts screen displays similar to what is shown below. This screen lists the email address in the distribution list broken out by To, CC, BCC, and Other. The CC and/or BCC sections will not display if the email did not contain email addresses in those respective fields. The Other field allows you to manually enter an additional email address (comma separated) you would like to create a contact tracking record for, such as the originator of an email, who may no longer be in the email’s address fields at the time the message is saved. Depending on your settings on the General Tab, the system will automatically check which emails will be saved by default.

If the email address is not found in the system, an anonymous activity record can be created. This occurs if a selected email does not match in Personify360 but is saved anyway. The unmatched email address is inputted into the Person Contacted field on the new activity, for reference. This applies regardless of which field the email is on: To, CC, BCC, From, or Other. For more information on saving contact records in Personify 360, refer to Viewing Contact Tracking Records and Viewing Anonymous Contact Tracking Records.