The Cloud-Based Importer is currently in Beta and is being rolled out to select customers. Please contact support if you would like to become an early adopter.
Prerequisites
The WorkBuddy Importer needs to be enabled on your WorkBuddy tenancy
Access to the Email client which Work Orders Emails are received on
Users will require Inbound Email > Access and Inbound Email > Manage permissions
The WorkBuddy Importer is WorkBuddy's new way to automatically import your customer's work order emails into your tenancy. All the current configurations for customers work order emails are supported in the new Importer.
Forwarding rules in your email client will forward customer work order emails to your WorkBuddy tenancy. The customer work order emails must be forwarded to your tenancy specific Forwarding Address. Most forwarding rules are processed server-side, therefore the work order emails will be processed at all times, even when you are offline.
All Emails received by the WorkBuddy Importer can be managed in a new Module in your tenancy called Inbound Emails.
The emails that appear in the Inbound Email Module will delete automatically after 30 days.
Setting up the WorkBuddy Importer Service Connection
The WorkBuddy Importer Service Connection is how you will generate the tenancy specific Email address to forward emails to. For more information on setting up the importer service connection, see Setting up the WorkBuddy Importer Service Connection
Configuring the WorkBuddy Importer
Once the Service Connection has been configured, the WorkBuddy Importer must be set up. The Importer settings match incoming emails to the correct import type and customer.
For more information on the WorkBuddy Importer settings, see: Managing the WorkBuddy Importer's configuration
Next we need to setup the Forwarding Rules in your email client.
Setting up Forwarding Rules
Outlook
The setup of Forwarding Rules depends on which Outlook client you use. For information on how to setup Forwarding Rules in Outlook, see the Outlook Forwarding Rule Documentation.
Gmail
For information on how to setup Automatic Forwarding in Gmail, see the Gmail Automatic Forwarding Documentation.
Inbound Emails Module
The Inbound Emails Module is where emails forwarded to the tenancy specific email address are displayed. The status of all received emails as well as their contents will appear here.
Filters and Sorting
Filters allow you to change the display to a certain display only emails fitting a certain criteria.
Filter Name | Description |
Error Types | The error types filter lists all Importer errors for you filter by. Any document that matches any of the chosen options will appear. |
Processed Date | Allows you to set a relative date to filter emails that were processed within a certain date. |
Received Date | Allows you to set a relative date to filter emails that were received by WorkBuddy within a certain date. |
Status | The error types filter lists all Email statuses for you filter by. Any document that matches any of the chosen options will appear. |
Email Date | The email date filter lets you narrow results based on when the sender originally sent the message. |
Display
The display options allows you to set sorting options for the Emails in the Inbound Emails Module.
Here, the layout, the sorting option (received date, processed date, status), sorting direction (ascending/descending) and the page size (how many emails to display on the page).
Module Column Headings
The column headings in the Inbound Emails module provide insights from the received emails. The headings are described below.
Column Heading | Description |
Status | The import status of the email in your tenancy. |
Subject | Subject line of the received Email. |
From | Original sender's email address. |
Email Date | The date the original email was sent. |
Received Date | The date the Email was received by the Cloud-based Importer. |
Processed Date | The date of the most recent attempt to process the email. This field will update on the initial email processing attempt and any subsequent reprocessing attempts. |
Errors | On Failed to import Emails, the error why it could not be imported will appear here. On Successful Emails this column will be blank. For more information on troubleshooting Importer errors see: (article here) |
Email Processing and Importing
Emails that are received are processed automatically, based on configurations set in Settings > Inbound Emails. For more information on how to configure the Inbound Emails, see: Reprocessing Emails in the Inbound Emails Module & Error Troubleshooting
Results
You know have a high level understanding of how to setup the Importer on your WorkBuddy tenancy and use the Inbound Emails module. What's next? See: Setting up the WorkBuddy Importer Service Connection