With email integration, it is possible to store email messages easily in Severa.
Emails are stored in Severa as activities and they are automatically connected to the customer and project. Messages are forwarded to Severa using an intelligent BCC email address. Emails sent to the address "yourcompany@severamail.com" are defined in the settings when the integration is enabled.
Email integration is available for everyone.
How does the integration work?
Emails are created in Severa as activities for a specific activity type. The activity type is selected in the settings when the integration is enabled.
Each email message is created as its own separate activity. The integration reads email recipients from the fields To, CC, and BCC as well as from the email header. The subject of the email message must be filled in for the message to be forwarded to Severa.
The sender of the email or at least one recipient must be a Severa user. The user is recognized by the email address. For security reasons, emails without a Severa user as a recipient are not allowed.
- The activity owner will be the email sender when the sender is a Severa user.
- If the email sender is not a Severa user and there are multiple Severa users as recipients, one of the recipients is chosen as the activity owner and others are added as participants in the activity.
- When the recipient is a contact person defined for a Severa customer, the contact person is also added as a participant in the activity, and the activity is automatically linked to the customer. If the recipients are contact persons for several different customers, the activity is not linked to any customer, and all contact persons are added as external participants.
- The recipient is also added as an external user in the case where the email recipient is neither a Severa user nor a customer contact.
Activities can also be linked to a sales case or project by adding the sales case/project number in front of the email address. For example, when the project number is 1001 and the company email address defined in the settings is yourcompany@severamail.com, sending an email to 1001.yourcompany@severamail.com adds the activity to the project's activities. Attachments in the email are added to the sales case or project.
How to enable the integration?
The integration is available for everyone, and it can be enabled from the settings. The following information is defined in the settings:
- Default activity type
- Status
- Company email address
After saving, the integration is available.
Important to know
If your company is using Google or Exchange calendar synchronization, we recommend that the default activity type used in email integration is not synced. Please check this in the calendar synchronization settings immediately after saving the settings and ensure that the default activity type used in email integration is not synced in Google or Exchange calendar synchronization.
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