Using your Dropbox

Once your Dropbox is set up, there are two supported ways to send emails to Workbooks Email Dropbox and which method to use depends on if you are receiving or sending the email:

1. Copying your Dropbox on outgoing emails – You can copy your Workbooks Dropbox email address in the BCC field when sending an email from an external email client (for example Outlook or Gmail). This allows the sent email to be stored in Workbooks.
2. Forwarding received emails – Simply forward emails from your email client to Workbooks using the Workbooks Dropbox email address. Wherever possible when forwarding emails to your Dropbox ensure you forward them as attachments rather than as inline emails.  This is because when forwarding as inline emails, most email clients do not retain the original email addresses, which Workbooks needs in order to ‘recognise’ and store the email(s) against the right record(s) in your database. If you want to forward more than one email message you can forward multiple emails as attachments in one email to your Dropbox and Workbooks will work out which email to store against which record.

When an email arrives in your Dropbox, Workbooks attempts to store it against records using two matching methods.

Email address matching – If the email contains an address in the From, To, or Cc fields that matches: A Person’s primary email address, or Any alternative email address stored on a Person or Lead record.

Then the email is stored against that Person or Lead. If no matching Person or Lead exists:

1. The email is still imported
2. It will appear on the Email Landing Page
3. It will not be linked to a specific record until a matching record is created later

Object reference matching – You can explicitly tell Workbooks which records an email relates to by including Workbooks Object References in the email subject or body. So if the original email contains a Workbooks Object Reference (or References), the email will be stored against the corresponding record (or records). The Information icon in the top right-hand corner of a record shows the Object Reference. You can hover over the icon for quick access to the Object Reference or you can click on it to open a window.

• Object References must be copied exactly, including the dash i.e., ORG-3, CASE-101, OPP-505.
• Multiple Object References can be used in a single email to relate it. This allows the same email to be stored against multiple records, such as a Person and a Case.

1. Up to 500 Object References  can be mentioned per email.
2. Emails larger than 16MB are not supported.

All emails added to Workbooks via the Dropbox will appear in the Dropbox users’ email list, which can be accessed by clicking Start > Emails > My Emails.

In addition, emails matched to People or Leads will appear in the Summary and Emails tabs for the relevant People and Leads.  Emails matched against an Object Reference will appear in the Summary, Emails and Related Items tabs for the relevant record.

The Related Items tab on the email itself will list all the Workbooks records that the email is stored against.