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Mail To WorkOrder

Introduction

A Mail to Work Order can be configured through the following backoffice link in the customer account: https://app.out-smart.com/backoffice_mail_to_workorder.php

On this page you can configure a mapping for 1 or multiple e-mail layouts.

Configuration Flow

MailConfigName: Type any configuration name. This allows you to distinguish setups from each other.

MailConfigDescription: Extra information to help you recognise the configuration.

SenderType: To determine which configuration needs to be applied. We need to recognise a certain e-mail based on something. That is determined by the type. The possible types:

  • Sender: Received from e-mail address
  • SenderDomain: Received from e-mail domain
  • Title Contains: E-mail title contains this phrase
  • Title Equals: Full E-mail title
  • Message Contains: The E-mail Body contains this phrase

SenderValue: Fill out the value based on the selected SenderType

ForcedDebtorNumber: The filled out debtor number will always be selected on the created work order for customer and customer invoice.

ParseAttachments: When enabled we will attach documents of the e-mail to the work order.

AdditionalRules: The customer address on the work order can be selected based on a debtor or debtor address in the OutSmart database. To find this debtor or debtor address the additional rules can be used.

  • FindOrAddRelationByEmail: the entire FROM e-mail adres is used to find a match in every Invoice e-mail of clients. If no match is found. An attempt will be made based on Regex Rules Customer E-mail.
  • FindOrAddRelationByDomain: the domain of the FROM e-mail adres is used to find a match in every Invoice e-mail of clients. If no match is found. An attempt will be made based on Regex Rules Customer E-mail.
  • FindOrAddRelationByPhone: An attempt will be made based on Regex Rules Customer Phone of a client to find a match.
  • FindOrAddRelationByStreet: An attempt will be made based on Regex Rules Customer street of a client to find a match. (If the house number is not in the street field in the outsmart database, the match will fail)
  • FindOrAddAddress: An attempt will be made based on Regex Rules Customer street of a ClientAddress to find a match.
  • FindOrAddRelation: An attempt will be made based on Regex Rules Customer Name of a client to find a match.

Note: The additional rules are applied from top to bottom. And the first match in the database will be applied. If no match can be made. A new relation is created. To create a relation the Name, Address, Zipcode are always required.

ForcedValues: The generated work order can contain forced values. Such as the Status always being Ingepland, Klaargezet, Opgehaald, Compleet, Afgehandeld. Type of Work, Comment, Description, Reference and many other work order fields can be Prefilled by a value.

RegexRules: With RegexRules you can select a work order value and have it filled by the filled out text in the e-mail. To find the specific text in the e-mail you have to define the regex rule.

Save: Once everything is configured press Save in the top right.

Generated configurations will be stored as an ACCOUNT DROP_MAPPABLES \"value\".

Enable the feature in the client account: To allow the user to manually drop an e-mail in a work order creation field to fill the work order the following parameter needs to be enabled: ACCOUNT WORKORDER_DROP_ENABLED 1

To automatically convert e-mails to work orders enable the following parameter: ACCOUNT CONVERSATIONS_ENABLED 1 Result: You can automatically import mail through the default outsmart: random.companyid@conversations.out-smart.com