Creating communications from email

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Note: This feature is available for all of our clients! 

How it works

Keeping the Boréalis application in the loop for emails/meetings with your stakeholders is the quickest way to keep track of your engagement with minimum effort. Transfering an email to the system will create a communication. Adding your system email address as a participant in a meeting will create a "Meeting" communication.

The email Bcc function (or mail handler) helps users automatically generate a full communication record in Boréalis, including title (subject of email), description (body of email), date, time, participants, type of communication, and more, directly from their email service (e.g. Outlook).

 

Email addresses to use

Users can either transfer their emails to the app or Bcc the system email address to automatically create a communication in the Boréalis Application. You'll find the system general email address at the bottom of any page in the application, under "Email BCC," as you'll see in the screenshot below.

 

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To automatically categorize your communications (read details in the section "Automatically categorize your communications"), you will use the following emails: 

FIELDS EMAIL TEMPLATE EMAIL EXAMPLES MULTIPLE VALUES ACCEPTED?  RESTRICTION
Campaign [systemname]+[campaignnumber]@mh.boreal-is.com borealis+SC-00001@mh.boreal-is.com Yes

Status: In Progress

Sender must have access (RLS activated)

Project [systemname]+[projectnumber]@mh.boreal-is.com borealis+PJ-00001@mh.boreal-is.com Yes

Status: Active

Sender must have access (RLS activated)

Subject category [systemname]+[categorynumber]@mh.boreal-is.com borealis+CG-00001@mh.boreal-is.com Yes Status: Active
General atmosphere [systemname]+[atmospherenumber]@mh.boreal-is.com borealis+AT-00001@mh.boreal-is.com No Status: Active

If "Multiple value accepted?" is set to "Yes," it means that one email message can be linked to multiple values of the same field.

 

Here's an example: 

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Note: If you use email addresses of campaign, projects, categories or atmosphere, you won't need to put the general email address.

 

E-mail clients tested and supported

This feature depends on the sender email service. Here is what has been tested:

EMAIL SERVICE FUNCTIONAL NOTE
Outlook 2013 Windows Yes  
Outlook 2010 Windows Yes  
Outlook - Mac Yes  
Outlook - Web Yes  
Gmail - Web In part May not be working
Gmail - Android Yes  
Mail - iPhone Yes  

 

What information is recorded in the new communication and stakeholders

Communication

Here's a detailed description of where the information will go: 

FIELDS IN BORÉALIS SYSTEM
FROM AN EMAIL
FROM A MEETING INVITE
Title Subject Subject
Description Body Body
Status Recorded Planned
Type of communication Email Invitation
Projects See section "Automatically categorize your communications" below See section "Automatically categorize your communications" below
Date and time Sent on Start time
End date and time

Sent on

End time
Initiator From Organizer
Participants From and To and Cc and Hashtags Participants
Venue N/A Locations
Location See section "Thread communications" below N/A
Subject categories See section "Thread communications" below N/A

Creation user

From From
Creation date Sent on Sent on

 

And an example of where the information will be entered from an email sent to the system.

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How email recipients are created as Individuals

Recipients of the email/meeting will be automatically added to the communication. If an individual's email address is already recorded in the system, it will be automatically added as a participant in the communication record. If recipients of the email are not already in the system, individuals' records will be created based on information included in the email and added as a participant. This new record will be created using the following rules:

FIELDS IN BORÉALIS SYSTEM
UPLOADED INFORMATION
First name and last name

System will assume the first name and last name based on email address or recipient name if present

Main email Email of recipient
Main communication method Email of recipient
Status Active
Projects See section "Automatically categorize your communications" below
Positions - Organisation See section "Newly communication with stakeholders"
Positions - Position Empty
Positions - Email Email of recipient

 

How colleagues are added as staff members

Staff members will also be added to a communication's record if the email is recognized as one of your employees' by the Staff member register. A staff member record will be created or updated following these rules: 

FIELDS IN BORÉALIS SYSTEM
UPLOADED INFORMATION
Name

System will assume the first name and last name based on email address or recipient name if present

Status Active
User in system

If email addresses are linked to users, new staff members will be linked to existing users.

If email addresses are not linked to existing users, this field will be left empty.

It is also possible to identify domains for which, upon reception of a BCC email, the system will create a staff member instead of an individual. To do so, go under "Settings > Configuration > General parameters"

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Email attachments

All attached documents will be linked to the new communication. If images are embedded in the body of the email, these images will be linked as documents in the communication. If vCards (electronic business cards) are attached to an email transferred to the system, the application will create an individual's record (and its organisation) instead of a communication. 

 

Email threads

The application will recognize if the email sent to the system is part of a thread from previously recorded communications. The conditions below must be met for an email to be linked to a thread:

  • The email must be a transfer (TR:) or a reply (RE:) to an email that already exists in the system

 AND

  • The email must not be a transfer or reply of a meeting invite. In this case, the communication of this meeting invite will be updated instead of creating new communications

 

Automatically categorize your communications

How to import Email Alias to your contact list

In order to improve this feature’s efficiency, it is now possible to categorize your communications without having to log into the application for:

  • Campaigns
  • Projects
  • Sentiment
  • Subject categories

You'll find the list of all the elements you can add to your email in Application Settings --> Email BCC alias export --> Export vCard/Export Excel.

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Using this feature takes 2 clicks: either download contact information (Export vCard, Export Excel) or copy the email to your clipboard, and then add it to the Bcc of your email. Should you download contact information or just copy-paste the email? If it's for a Campaign that you'll be updating frequently, you should export the vCard to add it to your contacts. If it's a one-time deal, just copy-paste the email to the Bcc.

If you wish to import a series of contacts into Outlook, you can do so by exporting the alias in an excel sheet. See the documentation here: Import Contact from a excel spreadsheet to Outlook.

To access contact information, simply use the blue arrow next to the record's number:

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Using email addresses

Once the contact information has been added to your contact list (or if you copied the emails, once they've been pasted), you’ll be able to further categorize your email communications directly from your mailbox, without having to log into Boréalis. In the example below, the communication and stakeholders will automatically be linked to the campaign "Advertising campaign - 2017".

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How to link a campaign to your email: 

Using hashtags (#)

You can add the following tags at the beginning of the body of your email to specify a location or stakeholders you want to automatically link to your communication:

  • #Location=Complete name of location
  • #Stakeholder=Reference number (Ref. no.) OR Complete name

This is especially useful when you are forwarding to the system an email you previously received from a stakeholder. 

Here's an example : 

  • #Location=Canada
  • #Stakeholder=I-00019, Aaron Hill

 

Did your email successfully create a communication?

Once you have sent an email to the system, you will receive a confirmation email with the following information:

  • Details regarding the newly created communication
  • A list of individuals and staff members that were created (if applicable)
  • Warnings if information was not processed by the system with an explanation

Here's an example of confirmation email: 

Email_example_-_Record_creation.png

 
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