Import Emails into the system

To import emails into DataEngine, ensure the following prerequisites are met:

• Inbound Mailbox Setup: You must have an inbound mailbox configured. For setup instructions, refer to our guide here: Setting Up an Inbound Mailbox
• Modules Enabled for Import: The target modules must be added to the import dropdown. Learn how to do this here: Adding Modules to the Email Import Function in DataEngine

Note: The “Emails” section reflects your actual mailbox. Deleting an email in your inbox will remove it from view in DataEngine and vice versa. Once imported, the email and its attachments are stored as a system record.

For emails to be linked to a specific record, your administrator must:

• Set up a relationship between the Emails module and the target module: Set Up Relationships
• Create a corresponding workflow: Linking Emails with Other Records

Import Methods

You can import emails either directly from the List View or by entering a record in the Detail View.

From the List View

1. Select the email(s) using the checkbox next to each entry.
2. Click Import from the menu above the list.
3. In the Related To field, select the target module (must be pre-configured by your administrator).
4. Click the blue arrow to open the Search popup and choose the specific record to link the email to.
5. Click on the record’s name (as shown in the list view) to select it.
6. Click OK to complete the import.
7. (Optional) To delete the email from your mailbox after import:
   1. Select the email again.
   2. Click the arrow next to Import and choose Delete from IMAP.
   3. The email will be moved to your designated trash folder (ask your administrator which folder was configured).

From the Detail View

1. Click on the Subject of the email to open it.
2. Under Actions, select Import.
3. Choose the appropriate module in the Related To field (pre-configured by your administrator).
4. Click the blue arrow to open the Search popup, then select the record you wish to link to.
5. Click on the record’s name to confirm selection.
6. Click OK to import the email.
7. (Optional) To remove the email from your mailbox:
   1. Go back to Actions and choose Delete from IMAP.
   2. The email will be moved to your configured trash folder (check with your administrator for the exact location).