Create records using email

You can configure collections to enable records to be created using data shared in an email. This enables appropriate email senders to be able to create records in a collection without having to log into the application to add them manually.

You can identify the users who can create records using the domain associated with their email. You can also determine whether records are created based on the email fields or on fields contained in the email body.

Enable email record creation

1. In the navigation pane, select Settings > Account Management.

2. Expand the appropriate account and module, and then click Manage in the Collections tile. The list of collections is displayed.

3. For the record you want to support with email creation, select Manage under Email record create and then click the Manage link. The Email record creation page is displayed.

4. To copy the email where emails should be sent to create records, click next to Email to create records. You can then share the email with the appropriate users.

5. For Allow emails from the following domains, enter the domains (for example, @assetpanda.com) from which data will be accepted to create new records.

6. For Send errors to email, enter the email address where errors during record creation should be sent.

7. Specify how to process email data to create records:

   • To map email fields to create records automatically:

     1. For Mapping type, select Map email to fields.

     2. Map the email Body, Subject, From, Sent at, and Attachment to fields in the collection. Leave fields unmapped to ignore them when creating records.

     3. To specify default values for unmapped fields, click Map field, select the appropriate collection field, and then enter its default value.

   • To create records using text in the email body:

     1. For Mapping type, select Add fields in email body.

     2. When creating emails, add the fields exactly as they are displayed in the application (case-sensitive). For example: Email: [e-mail] Status: Available Location: Dallas

8. Click Save.

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Create collection records

1. Create an email from an allowed domain (for example, @assetpanda.com).

2. For To, enter the email specified in Email to create records.

3. Based on how you configured the record creation, specify the subject and body of the email.

When the email is received by the Email to create records, the record creation request is processed. Any issues with the record creation are sent to the email specified in Send errors to email.