Email Import / Synchronise Mail Folder

Created by Martin Parkinson, Modified on Wed, 31 Jan 2024 at 05:12 PM by Graeme Orchard

It is possible to import emails from your MS Outlook folders directly into Influence. This can either be done by dragging/dropping one email or a selection of emails into Influence or alternatively by using the Mailbox Sync Tool

The Mailbox Sync Tool allows users to choose one of the folders from their Outlook Mailbox and scan the folder to synchronize all the emails. Influence will scan the folder looking at the 'From' email address (or the 'To' email in the case of Sent Items folder) and will then try to find a matching email address in the database to store the email against. [Candidate]/[Contact].


How to Import Emails from Outlook (Drag/Drop)

PLEASE NOTE: The record of the Candidate/Contact MUST match the email address within the sent/received email itself.

Step 1:  Open Outlook and use [CTRL] + 'Click' to select multiple emails.

Step 2: Drag/Drop the selected emails into Influence onto any of the main 'Workbench' screens (Candidates/Workers, Contacts or clients/Companies).

You can drag + drop a single email (sent or received) from Outlook onto Influence, please ensure you are dropping the email onto the relevant Workbench of Candidates/Workers, Contacts or Clients/Companies.

The system will then try to match the 'From' address to an existing email address in the system and will store the imported email as a Journal

TIP: When importing emails, make sure that you are not in a specific client or worker. Simply Drag/Drop the email(s) onto any one of the main workbenches, such as COMPANIES, CONTACTS, CANDIDATES, etc.

How to Sync All Emails from a Specific Mail Folder

1. Choose [Toolbox] and expand the MS Outlook folder to select the folder you wish to sync.

2. Select the option Mailbox Sync Toolthen press the [Refresh] button at the bottom right.

The system will  prompt:
Please confirm that you wish to scan selected mailbox for journal synchronization
and then proceed to scan the chosen mailbox. After reading the first 100 emails, the system will pause and display a message stating

100 Items Read, continue to Read next 100 items [Yes/No]

Choosing YES  will scan the next 100 items, then prompt again. It will continue in this manner until you press No.

The scanned emails will be listed and any emails which have a matching email addresses in the database will be indicated with a purple icon, and will have a TICK in the selected column.

You can untick any emails you do NOT wish to sync.
You can untick the all the selected emails by clicking the column heading [Sync Selected] and then select only those you want.

To import the selected (ticked) emails, click on the text at the top left showing Click to Sync
This will then process the selected emails and import them into the system.

Alternatively, you can import the WHOLE folder.

To do this, after the initial message "100 Items Read, continue to Read next 100 items [Yes/No]" choose No 

Then, leaving the selected items ticked, click the [REFRESH] button at the bottom left.

In this case the system will continue to scan the WHOLE of the selected mailbox and then import each of the selected emails.

Emails which have been imported will display a sync symbol at the right hand side.     

This option is particularly useful when you first start using influence and it will allow you to capture large numbers of emails which were sent outside the database using MS Outlook, and sync those emails into the "

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