Email Autolink Works Sporadically

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B

Bill Mack

I find that Email Autolink only works sometimes. I use it to link emails I

receive to difference Business Projects. I try to be careful to check both

the email address in the first tab and the relevant Business Project in the

second tab. On many occasions, however, even after I have done this, I find

that the next email I receive from the same address is not linked to the

Project, as it should be.

I have the feeling (but have not conducted a real study) that if I link the

FIRST email I receive from a new contact to a particular Business Project,

Email Autolink tends to work, but if I try it with later emails, it does not

do so well.

Any thoughts on what I may be doing wrong or have not done right?

Bill Mack
 
B

Bill Mack

Let me add some detail to my issue, so that perhaps others will recognze the

problem and suggest a solution.

The e-mail form in Outlook 2007 has a ribbon across its top called

"Message". In that ribbon is a panel called "Business Contact Manager".

That panel contains two buttons, "Link to Record" and "E-Mail Auto-link".

The "Link to Record" button allows you to manually link that particular

e-mail to an Account, a Business Contact, an Opportunity or a Business

Project in BCM. If you use that button only, then each e-mail has to be

manually linked. The "E-mail Auto-link" button seems to offer a partial and

automated alternative to manual linking. It seems to offer the option to

link an e-mail address to a Business Project in BCM, and thus to

automatically link future e-mails from that same address to the selected

Business Project.

Here is how I think it works, or should work. When I receive an email from

say "joe@yaha.com", I click "Email Auto-Link" at the top of the e-mail. This

opens a box titled "Select Addresses and Business Projects to Link". There

are two tabs in the box; a tab called "E-mail Addresses", which shows the

e-mail address joe@yaha.com with a check box, and a tab called "Business

Contact Manager Projects", which lists all my Business Projects with check

boxes next to them.

I think what is SUPPOSED to happen is that by checking the box for

joe@yaha.com on the first tab and the box for a Business Project (say "Smith

v. Jones") on the second, I am linking joe@yaha.com to the Business Project

Smith v. Jones for the present e-mail and all e-mails I receive in the future

that contain this address.

The benefit of course is avoiding the time needed to manually link every

future e-mail for joe@yaha.com to Smith v. Jones.

What I find, though, is that this auto-link feature works well sometimes and

not at all in other times. For example, it may be that I used the auto-link

as described above, but the next e-mail from joe@yada.com is not linked to

Smith v. Jones when I open it and check it. So I have to manually link it.

Sometimes the auto-linking will work for a while, and then mysteriously stop

working for a particular address. Sometimes the utility goes a little crazy

and links an e-mail address to more than one Business Project, including

Projects to which the address has no relevance and was never auto-linked.

I have spent a lot of time explaining my problem. I hope someone out there

has a good suggestion. Thanks for listening.

"Bill Mack" wrote:


> I find that Email Autolink only works sometimes. I use it to link emails I
> receive to difference Business Projects. I try to be careful to check both
> the email address in the first tab and the relevant Business Project in the
> second tab. On many occasions, however, even after I have done this, I find
> that the next email I receive from the same address is not linked to the
> Project, as it should be.

> I have the feeling (but have not conducted a real study) that if I link the
> FIRST email I receive from a new contact to a particular Business Project,
> Email Autolink tends to work, but if I try it with later emails, it does not
> do so well.

> Any thoughts on what I may be doing wrong or have not done right?
> > Bill Mack
 
J

Jackie Lampiasi

Hi Bill

We started using BCM without linking our emails to our projects, and now I

am going through the same process as you.

Instead of linking the records from the email ribbon as you have done, I

link them through the top task bar (File - Edit - View) by clicking on

Business Contact Manager and choosing "Manage Email Auto Linking". I get the

same screen, choose an email, then on the next tab choose the folders, and

they seem to be staying linked. This links all of the PAST emails, but not

the future.

To link the future emails then I open their Business Contact and choose

"Email Auto-Link" on the top ribbon. They do seem to stay linked.

After that I think you would have to link it to the project - not sure.

We are running into several different issues: for instance, one of our

clients changed email addresses. I have to have their old (and obsolete

address) in their contact form in order to link past emails; however if I do

a bulk email now, that old address will be exported.

Also, I'm unsure how to make BCM link several clients to one vendor or

account and have the vendor emails link to the individual clients.

I hope this helps!

Jackie Lampiasi

"Bill Mack" wrote:


> Let me add some detail to my issue, so that perhaps others will recognze the
> problem and suggest a solution.

> The e-mail form in Outlook 2007 has a ribbon across its top called
> "Message". In that ribbon is a panel called "Business Contact Manager".
> That panel contains two buttons, "Link to Record" and "E-Mail Auto-link".
> The "Link to Record" button allows you to manually link that particular
> e-mail to an Account, a Business Contact, an Opportunity or a Business
> Project in BCM. If you use that button only, then each e-mail has to be
> manually linked. The "E-mail Auto-link" button seems to offer a partial and
> automated alternative to manual linking. It seems to offer the option to
> link an e-mail address to a Business Project in BCM, and thus to
> automatically link future e-mails from that same address to the selected
> Business Project.

> Here is how I think it works, or should work. When I receive an email from
> say "joe@yaha.com", I click "Email Auto-Link" at the top of the e-mail. This
> opens a box titled "Select Addresses and Business Projects to Link". There
> are two tabs in the box; a tab called "E-mail Addresses", which shows the
> e-mail address joe@yaha.com with a check box, and a tab called "Business
> Contact Manager Projects", which lists all my Business Projects with check
> boxes next to them.

> I think what is SUPPOSED to happen is that by checking the box for
> joe@yaha.com on the first tab and the box for a Business Project (say "Smith
> v. Jones") on the second, I am linking joe@yaha.com to the Business Project
> Smith v. Jones for the present e-mail and all e-mails I receive in the future
> that contain this address.

> The benefit of course is avoiding the time needed to manually link every
> future e-mail for joe@yaha.com to Smith v. Jones.

> What I find, though, is that this auto-link feature works well sometimes and
> not at all in other times. For example, it may be that I used the auto-link
> as described above, but the next e-mail from joe@yada.com is not linked to
> Smith v. Jones when I open it and check it. So I have to manually link it.
> Sometimes the auto-linking will work for a while, and then mysteriously stop
> working for a particular address. Sometimes the utility goes a little crazy
> and links an e-mail address to more than one Business Project, including
> Projects to which the address has no relevance and was never auto-linked.

> I have spent a lot of time explaining my problem. I hope someone out there
> has a good suggestion. Thanks for listening.

> "Bill Mack" wrote:
>
> > I find that Email Autolink only works sometimes. I use it to link emails I
> > receive to difference Business Projects. I try to be careful to check both
> > the email address in the first tab and the relevant Business Project in the
> > second tab. On many occasions, however, even after I have done this, I find
> > that the next email I receive from the same address is not linked to the
> > Project, as it should be.
> > I have the feeling (but have not conducted a real study) that if I link the
> > FIRST email I receive from a new contact to a particular Business Project,
> > Email Autolink tends to work, but if I try it with later emails, it does not
> > do so well.
> > Any thoughts on what I may be doing wrong or have not done right?
> > > > Bill Mack
 
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