Recording Emails with Smart Record and Smart Send (IBM Notes + MS Dynamics CRM)

The Smart Record to CRM and Smart Send to CRM buttons offer a quicker way of recording emails to related contacts in Microsoft Dynamics CRM. LinkPoint Connect checks behind the scenes to identify contacts that match between the email recipient fields (To:, Cc:, and Bcc:) and Microsoft Dynamics CRM contacts. The emails are automatically recorded to those contacts that have a match, without the need for the user to work in the LinkPoint Connect Record window. Note that Smart Send and Smart Record do not automatically record to other record types (i.e. Leads) or to other objects (i.e. Opportunity, Case). Users looking for more control over recording should use the Send and Record to CRM button as usual. In this section, you will learn how to use Smart Send and Smart Record.


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Recording Emails to Microsoft Dynamics CRM from IBM Notes with Smart Record and Smart Send

Step_1 Select an email (or emails) within the IBM Notes inbox. Select LinkPoint from the IBM Notes toolbar and select Smart Record to CRM from the drop-down list.


Tip_Web Tip: There are three other ways to access the Smart Record functionality for LinkPoint Connect. These options may vary depending on how your organization has installed LinkPoint Connect.

1. Select Actions from the main menu, select LinkPoint from the drop-down menu, and then select Smart Record to CRM from the list.


2. Within an open email, select LinkPoint on the toolbar and select Smart Record to CRM.


3. Create an outbound email. Select LinkPoint on the toolbar and select Smart Record to CRM.


Step_2 LinkPoint Connect will run a background search to determine whether any of the email recipients or senders match Contact records in Microsoft Dynamics CRM. The email will be recorded to all matching Microsoft Dynamics CRM contact records automatically. A pop-up notification will confirm that the email has been recorded.


Step_3 LinkPoint Connect will identify any emails that include contacts for which there is no match in Microsoft Dynamics CRM. A pop-up notification will indicate the email that was not recorded, and the Record window will launch to allow the user to record the email with options.


Warning: If there are mul tiple emails without a matching Contact record in Microsoft Dynamics CRM, a pop-up notification will indicate the emails that were not recorded by subject line. However, the Record window will not automatically launch.


Tip_Web Tip: If you want to record the email to a combination of Contacts and objects such Opportunity or Case, use the Record to CRM option instead.


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