Setting up your Dropbox

- Setting up your Dropbox

Click Start > Preferences > Email Dropbox > Create Dropbox.  This will generate a Dropbox email address (which is a long string of alphanumeric characters ending with @dropbox.workbooks.com).

To make using your Dropbox email address easier, we recommend that you add the address to your list of email contacts.  The simplest way to do this is to click on Download vCard.  (A vCard is a standard file format for electronic business cards making it easy for you to share your Dropbox email address with your email client.)

If you open the downloaded vCard you'll see that the contact has been named Workbooks Dropbox, thus by saving this vCard you'll be able to send emails to a contact named 'Workbooks Dropbox'.

Dropbox Notifications

You can specify which (if any) Dropbox emails you are notified about, using the dropdown picklist next to Dropbox Notifications. The choices are:

  • Notify me when there are Dropbox email matching problems - this setting will generate a pop-up message on your Workbooks desktop if you've sent an email to your Dropbox which uses an Object Reference that can't be found within your database.
  • Notify me about all email sent to my Dropbox - this will generate a pop-up message on your Workbooks desktop every time you send an email to your Dropbox.
  • Don't notify me about Dropbox emails - as the name suggests, if you choose this setting you will not receive any notifications about emails sent to your Dropbox so you will not be informed if there was a problem linking the email to records within your database.

NOTE: If you send an email to your Dropbox that includes an email address for which there is no record on Workbooks, you will not be notified. The email will be within your database (and can be found within the Email Landing Page) but will not be linked to a specific Person or Lead record. If you add a Person or Lead record later that uses that email address, the email will then be linked to the new record.

Authorised Senders

You can control who can send emails to your Dropbox using the dropdown picklist next to Dropbox Authorisation. The choices are:

  • Accept Dropbox email from Authorised Senders - select this option if you want to keep direct control of the addresses that are able to send emails to your Dropbox.  NOTE:  By default, the user creating the Dropbox is always an Authorised Sender (and cannot be deleted).  You can control your list of Authorised Senders by clicking on Authorised Senders in the left-hand column.
  • Accept Dropbox email from my People, my Sales Leads and Authorised Senders - select this option to allow your Dropbox to accept emails from your Authorised Senders PLUS any People or Leads on Workbooks which appear in the My People and My Leads views respectively.
  •  Accept Dropbox email from all People, Sales Leads and Authorised Senders - this is the widest setting and allows your Dropbox to accept emails from your Authorised Senders PLUS all People and Sales Leads on Workbooks.

NOTE:  Even if you choose the third option above, emails will only appear within Workbooks if the sender knows your Dropbox email address and includes it in either the To, the Cc or the Bcc fields of their email.

Authorise using message body 'sender address'

You will also see a checkbox called Authorise using message body 'sender address'.  An email message comprises an envelope and body (although this is 'behind the scenes').  The body contains three key types of information:

  • The content of the message, ie, the text, any attachments and so on;
  • A list of intended recipients;
  • The sender of the message (added automatically by your email client).

When the message is sent, an envelope is created that contains a copy of the recipients' and the sender's email addresses.  Normally you don't see the envelope but it's used to ensure the correct delivery of the message.

When Workbooks receives an email addressed to a Dropbox, the sender address in the envelope is used to validate that the message is from an authorised email address.  This is normally fine; however, some email services allow you to send a message that 'appears' to come from you, without any connection to your normal email service. In this case, the envelope of the email does not contain your 'real' email address and Workbooks will not recognise it as an authorised email address.  (In such cases it can be quite hard to find out what the sender address in the envelope really is.)  If this is the case Workbooks can be configured to validate using the sender address in the original body of the message.  To do this, tick the checkbox next to Authorise using message body 'sender address'.