Within the Eccentex AppBase's Document and Case Management (DCM) system, every incoming email is linked to an associated External Party (EP) record. The External Party serves as a representation of individuals or entities external to the organization who are involved in the communication or case.
When a new email is received, the DCM system checks if there is an existing External Party record that corresponds to the sender or any other relevant recipients of the email. If an External Party record already exists for the sender's email address or any other recipient, the DCM system associates the incoming email with that particular record.
However, if there is no pre-existing External Party record for the sender or recipient, the DCM system automatically creates a new External Party record on-the-fly based on the email's sender or recipient information. This ensures that all incoming emails have a proper association with the relevant External Party, even if it is their first interaction with the organization.
The automatic creation of External Party records streamlines the process of managing incoming emails and ensures that all communication with external entities is accurately tracked and recorded within the Eccentex AppBase system. This association between emails and External Party records enhances the organization's ability to maintain a comprehensive and organized view of interactions with various external contacts.
- Navigate to Setup → Email Settings → Inbound Email Settings
Using the gear icon next to the name of the Email settings, open the configuration window selecting the Quick Modify option.
Under the External Party Settings section, select the External Party Type from the dropdown list of all External Party Types defined in AppBase.
After selecting the EP type, configure the External Party mapping selecting an attribute of the EP from the Party Field dropdown list and matching it with an attribute from of the email using the Email Field dropdown list. This matching is one-to-one. In our example, the EP attribute dCreatedOn will be matched with the email attribute of MessageDate.
- There are two default mappings that cannot be modified:
- Party Name to Email Sender Name or Email Address
- Party Email to Email Address
Select the External Party Identification Logic to determine how AppBase will find the correct External Party for the email. The options are:
Default: Inherits EP Identification Logic configuration from the DEFAULT setting.
Standard: The default value for the DEFAULT setting. Searches across all the External Party emails field to find the correct EP.
Business rule - Uses a business rule.
- When selecting a Business Rule, the dropdown list of External Party Search Rule is enabled and allows one to select a rule. Depending on the rule, it could be necessary to set rule parameter(s). In our example, the rule can be set to do the mapping for a specific External Party ID using the customPartyId parameter.