ability to send emails to a specific case or opportunity dropbox
At the moment, emails sent to the dropbox get attached to a contact. They can be linked from within Capsule to an opportunity or case involving the contact, but would be better to allow a direct email link straight into the associated case/opportunity.
anonymous
shared this idea
support for sending emails to a specific case or opportunity has been added.
Each case and opportunity is referenced via a unique dropbox address which can be found via the Actions > Attach email menu for the case or opportunity.
You can also create a new case or opportunity using the following dropbox addresses:
case@[yourdropboxaddress]
opportunity@yourdropboxaddress]
in both cases the subject becomes the name.
You can start a new track by using the dropbox address track+trackname@[yourdropboxaddress]
Thanks @Royd for this idea.
And finally the following addresses are available for task generation:
todo+today@…
todo+tomorrow@…
We’ll get todo+nextweek@ sorted soon also.
The new functionality will be announced on the blog in the next day or so, but thought voters on this suggestion might like to see it first :)
45 comments
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AdminDuncan Stockdill
(Admin, Capsule)
commented
@Toby, thanks for the feedback. Browser based solutions for copying to the clipboard rely on Adobe Flash which and we're trying to remove all our Flash dedpendencies. We'll keep your suggestion for a quicker workflow in mind though.
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Toby Austin
commented
Great feature this particularly with Glen's idea, but one more thing would make it perfect – a button on the Opportunity page that copies the opportunity email address to the clipboard ready to be pasted into the BCC field of an email reply. Workflow for new messages is perfect; this would help when following up with people at a later date.
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AdminDuncan Stockdill
(Admin, Capsule)
commented
@Glen good point. We've rolled out a change for this. As you've suggested, when you click a contact's email address in the case or opportunity pages, the bcc field will be populated with the appropriate dropbox address. Thanks!
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Glen Barnes commented
This isn't really implemented fully as you still have to manually copy and paste the email address into your email system. When you are on an opportunity and you click an email link in the left hand column if should bcc the opportunity dropbox. At the moment it still bcc's the main dropbox. The idea is to _reduce_ the amount of manual work. As it stands you can either create an email with just the bcc field filled in or create one with the right person but the wrong dropbox! Makes sense? I've attached a screenshot of the place where you need to update the link.
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AdminDuncan Stockdill
(Admin, Capsule)
commented
@Munrolock - thanks for explaining the dropbox naming :-)
@FirstExact if the message has already been stored via the auto-forwarding rule and you manually forward it to a case or opportunity then you will have two messages in Capsule which probably isn't what you want. I'd suggest linking the email to the opportunity/case from within Capsule in this case. -
FirstExact
commented
Thanks for that! Does that mean I'll end up with 2 identical notes? One in the case/opp and one in the general contact record?
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Munrolock commented
Firstexact - if you are using google apps, you can edit the name of each dropbox email address....if you go into your contacts on google email, you can edit the name of each email address...so if you call one dropbox address 'Bloggs dropbox', then start typing 'blo'...your dropbox email address will come up without you having to remembering it....
Has to be set up manually each time by you, but if you dont get lots of opportunities or cases each week, should be easy to manage.....and very useful....
If you are already autoforwarding, it makes no difference, as to forward to a case or opportunity you will have to do it manually...the autoforwarder will still work....
If i have that wrong, I'm sure Duncan will reply.....
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FirstExact
commented
Yet to try this out. How does it work if we are already auto forwarding from Google apps? Right now we go into capsule manually from time to time and assign the auto-forwarded notes to a case or opportunity. I guess if I bcc into an opportunity it ends up there, but any replies from the contact I'm emailing will end up in the contacts record, not the opp or case?
Also (sorry if this has been covered but I'm writing this on my blackberry and can't search that easily- can you customize the drop box names or are the random strings? Ie can I have clientxoppdropbox@ so when I start typing the email address for that client it pops up as an option? Otherwise I'd have no idea which dropbox is which. Its hard enough already having two different dropboxes due to having 2 capsule accounts!)
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No problem and I look forward to it.....for now, I'll carry on using 'contacts' to create specific email areas....
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AdminDuncan Stockdill
(Admin, Capsule)
commented
@Munrolock thanks for clarifying. We'll have a think about that scenario. Thanks for the link. We have a similar solution although we are being a little more ambitious for the first release.
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So my only option at the moment, would be to create a separate contact in capsule for every wufoo form...ie: 'make an offer', 'required information' etc...(these are forms we have)...then create a contact called 'make an offer'....then create an email address 'offer@munrolock.co.uk'...assign that to the contact....then create an autoforwarding filter from 'no-reply@wufoo.com' with the subject 'makeanoffer' to go to capsule....then it would go under the contact 'make an offer' !!!
That I guess is the only work around to ensure all forms filled out on our website appear in capsule automatically?
Dont get me wrong we do not use the autoforward just for forms...we use it for a few other things....if you have a few staff, you cannot rely on them to forward every email, so you need some kind of automatic feed....I got excited thinking the case/opportunities would have the same thing...
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Working late too?!! I am already using your autoforwarding in google apps and we use it for specific contact emails....that works well, so for example, i created a contacted called munrolock messages and created an email address messages@munrolock.co.uk.....when someone in our staff sends a message to that email address, it goes automatically to capsule....wanted to do the same for a case or opportunity....the filter recognises the email address....because the capsule contact form didnt offer enough, we use wufoo for our forms....depending what form is filled out, the email automatically goes into capsule, then we can tidy it up from there... ie: an email from 'no-reply@wufoo.com' with subject 'offer' is filtered to go under contact 'munrolock offers'....the downside being that i can only use that email address for one contact....if i could autoforward to different cases, the filter would recognise the subject and send to the case i specify and the email address would no longer matter so much..
Hope that makes sense...also have you seen this ? http://blog.insight.ly/2010/10/introducing-insightly-gmail-gadget.html
Insightly have created a button within gmail to autmatically save the email to insightly...no bcc or forwarding needed.....if they can do it, i guess you will be able to ??
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AdminDuncan Stockdill
(Admin, Capsule)
commented
@Munrolock it's not possible to autoforward to a specific dropbox or case. Perhaps one for the future. What filter rule would you use in the filter to determine the case or opportunity?
If you are using the Google Apps Mail client, we are working on a contextual gadget that will let you link an email direct to a particular opportunity or case.
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HI, thats great......but am I missing something? Is there a way to automatically filter emails in google apps to go straight to a particular case or opportunity?
Am I doing sometinig wrong, because I dont seem to be able to get that to work?
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FirstExact
commented
Woosh there it is! Where did that come from? Nice work Duncan, another great bit of functionality as requested by loads of people on here. Can there be anyone using Highrise any more?
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Royd Brayshay
commented
Marvellous - so responsive! Thanks very much and congratulations on a great product getting better. Now I obviously can't stop typing without trying to raise the profile of my other main winge - that of the Ux around editing contacts. I encapsulated it here:
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AdminDuncan Stockdill
(Admin, Capsule)
commented
@Paul. I'm planning to add a dropbox identifier for each case or opportunity. Should be soon :)
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Paul Ross
commented
Hello Duncan,
What is the status of this feature. I just LOVE CAPSULE. But this feature would save me so much time in my daily process because right now I must manually assign each foward. Let us know ;-)
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Alex
commented
Definite Killer Feature,
You already have this feature already, surely it wouldnt be too hard to expand it a little and have custom email addresses for each Opportunity/Case? -
Royd Brayshay
commented
This is the one killer feature Highrise still has over Capsule. Having email buried inside a contact is clunky when you reviewing cases and opportunities. I'd like to see them everywhere they are relevant and that means sending them directly to the case or opportunity.
The similar Highrise refinement is the ability to send an email to create a task with a little more control ie. task+tomorrow@xxxx.highrisehq.com or task+next week@xxxx.highrisehq.com. I think Capsule could go one better and add the ability to send to a track i.e. track+followup@xxxx.capsule.com (followup being a track name) or
track+brochure@xxxxx.capsule.com (brochure being a track to send out a brochure). Heck you could even combine them: track+welcomepack+brouchure@xxxxx.capsule.com
Hope that helps,
Royd.
