Capturing Email Correspondence

With Email Correspondence Capture you can easily save your emails with your
contacts to their Contact History.

This feature allows you to automatically capture emails sent and received using your
own email software, and it not to be confused with the Mass Email feature for which
contact history records are already automatically captured.

This is how it works:

Emails Sent

When you send an email to an email address that matches a contact’s email in your
IXACT Contact database, simply enter the email address [e-mail] in
the Bcc field, and the email subject and body will automatically be added to your
contact’s contact history. If you send an email to multiple matching contact email
addresses, the email contents will be added to the contact history of all the matching
contacts.

Contact history records added using email capture are assigned an Activity Type of
‘Email’ with a Performed By of ‘Email Capture’.

Note When HTML-formatted emails are captured, only the text of the email is
         captured and displayed.

Note While the [e-mail] email address can be entered in any one of
          the To, Cc or Bcc fields, the email addresses of your contacts can only be
          entered in the To or Cc fields.

Emails Received

There are two ways to capture the contents of an incoming email to the sender’s
contact history.

• Simply send a short reply acknowledging receipt, and enter
  [e-mail] in the Bcc field.
• If for some reason you do not wish to reply to the email, you can forward the
  email to [e-mail], and follow the steps described in the
  Unassigned Emails section below.

For security reasons, all email capture emails must be sent from an authorized email
address. The email address you use to sign in to IXACT Contact is automatically an
authorized address. If you want to send emails from other email addresses, click the
Modify List button next to the list, and add the email addresses to the authorized
list.

If you are a member of a team, you can also send email capture emails from the email address you use to sign in to IXACT Contact. However, only the Team Leader can add additional email addresses to the authorized list.

Unassigned Emails

If you send an email to [e-mail] and do not include any other email
addresses that match the email address of a contact in your database, the email
cannot be automatically associated with a contact. Instead the email will be added to
the Email Correspondence Capture – Unassigned Emails list in the Utilities area.

The Email Correspondence Capture – Unassigned Emails list displays the email
address the email was sent from, the Subject of email, and the date and time the
email was sent. Click View Body to see the contents of the body of the email. Click
Link to Contact(s) to search for and select one or more contacts that you want to
link the email to.

If you have questions or require further assistance, call Customer Support at 1-866-
265-6990.