Once the Microsoft 365 integration is Set up for your User, you have access to the Email Management Workspace, allowing you to manually capture or manage any mis-captured emails as needed.

The Email Mgt. navigation option will appear on the Site Navigation bar once Microsoft 365 setup is complete. The workspace allows you to view your Outlook folders and make changes to the capture assignments as needed.

Workspace General Navigation

Email Folders

The left pane will show all your Outlook email folders. Navigate and select any of your folders to display the email contents in the main Grid.

Email Grid

The primary section of the window contains a standard AE CRM Grid populated with the email contents of the selected folder. Standard Grid Features are available.

Tools and Features

• Preview Email: Click any email row to open the email in a plain-text preview. Click the row again to collapse.
• Open email in Outlook: After expanding the email in the Grid, click View in Outlook in the upper left of the email to open the Outlook web interface in a new tab directly to the selected email.
• Open linked Action: If the email has been captured and linked to an Action, the UIActionID column will show the Action ID number. Click the number to open the Action in a new tab.
• Open linked Record: If the email has been captured to a Record but not linked to any Action, the UIRecordID column will show the associated Record ID. Click the number to open the Record in a new tab.
• Email Management: Emails can be managed individually using the quick menu button at the head of a row or by selecting multiple emails and performing the actions in bulk from the Tools menu. See the next section for more details.

Manual Email Capture and Management

Emails that are not captured through the auto-capture option in Profile settings can be manually captured in a variety of ways in the Email Management workspace. The following possibilities are available:

• Auto-match to Record and capture (with or without an Action).
• Link the email to a specific, existing Action and capture to the associated Record.
• Capture email to a specific Record and link to a new Action.
• Capture email only to a specific Record with no new Action.
• Remove the email from its current Action or Record attachment.

Each option may be performed on a single email through the quick menu button at the head of an email row or may be performed in bulk by selecting multiple emails with the checkboxes and using the Tools menu.

Auto-match to Record and capture

If Automatic Email Capture is not enabled for your user, you can still quick capture select emails using the same functionality. To auto-match and capture an email, use the Auto-Sync option. Selected emails will be processed according to the same rules used for Automatic Capture.

When a match is made, Actions will only be created if the Add Action setting is enabled in the Microsoft 365 User Profile configuration.

Link to an existing Action

To link a selected email to an existing Action, use the Attach to an Existing Action option.

1. Use the search box to locate the Action you want to link to. If you know the exact UIActionID, use that as your search criteria.
2. Select the Action in the search results.
3. Click Attach.
4. Wait for the success message and click Close.

The email is captured to the associated Record and linked to the selected Action.

To change the Action assignment, first Unattach the email (see below) then use this process to assign it to the correct Action.

Capture to specific Record, with or without a new Action

To manually capture an email to a specific Record, use the Link to Record option. A new Action can be created as part of this process.

1. Use the search box to locate the Record that the Action will be created on.
2. Select the Record from the list of results.
3. If you want a new Action created and the email attached to it, leave the Add Action box in the upper right selected. If you only want to capture to the Record with no new Action, clear the box.
4. Click Attach.
5. Wait for the success message and click Close.

The email is captured to the selected Record and can be viewed in the Email section of the Record. If selected, a new Action is created and linked to the email as well.

To change the Record assignment, first Unattach the email (see below) then use this process to assign it to the correct Record.

Unattach Emails

To reverse an email capture, use the Unattach option in the menu.

1. In the dialog that appears, verify the email(s) you wish to remove are the correct emails.
2. Optional: If new Actions were created with the capture that you want to delete at the same time, select Delete Action if it has no other attachments.
3. Click Remove.
4. Wait for the success message and click Close.

The email(s) are removed from the associated Record and Action. The email itself remains in your Outlook folder if you need to re-capture it later.