Linking emails with other records in DataEngine

Background

When importing emails into DataEngine, they are not automatically linked to the corresponding records. However, establishing these links is crucial for displaying emails in the correct context and making them easily accessible. To achieve this, you need to create a separate workflow for each modular relationship to establish the appropriate connections.

Guidance

Here is a simple step-by-step guide to create a workflow that establishes the relation of an imported email to the target record:

Step 1: Navigate to the Workflow Manager

• Access via Menu: Go to “All” and select “Workflows,” or use the admin menu in the top navigation to find the “Workflow Manager” under “Developer Tools.”

Step 2: Create a New Workflow

• Module Selection: Set up a workflow that runs on the “Emails” module.
• Settings: Ensure the workflow runs only on save and does not allow repeated runs. The other basic settings can remain unchanged.

Step 3: Set Conditions

•  Select Module and Field: Choose the “Emails” module and the “Parent Type” field.
• Operator: Set the operator to “Equals.”
• Enter Value: Input the module name of the module to be linked as the value. You can extract this module name from the URL.

Step 4: Configure Actions

• “Lookup Relations” action: Select this action to add the relationship to the desired element.
• Select Lookup Field: Select the “Parent ID” field from the list of fields.
• Add Relationship: Select the relationship you want to set, such as “to Accounts:Accounts.”
• Field to Search: Select the field you want to search for in the selected relationship based on the value in the lookup field.

Step 5: Save the Workflow

• Save your Settings: Click on “Save” to secure the workflow.

Important Note

If you have enabled the import of emails to multiple modules, you need to create a separate relationship for each of these modules (refer to our Help Center article: Establishing Relationships). Additionally, you must create an individualized workflow for each of these relationships to ensure that the connections for imported emails are correctly established.

By setting up such workflows, you ensure that imported emails are automatically and correctly linked to the corresponding records, significantly easing the organization and access to information.