Import Email into the Correspondence Received Log

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In Contract Management 12.0 and later, users can import email from an external email mailbox into the Correspondence Received log window. In order to do this, the Contract Management administrator must alter the project settings on the Project Settings dialog box for the project to enable this feature. Once the feature is enabled in the Project Settings, you can then import email into the Correspondence Received log file.

This topic describes how to enable the import feature, and how to import email.

To enable email import on the Project Settings dialog box:

1. Right-click the name of the project for which you want to import email, and click Project Settings.
2. On the Project Settings dialog box, click the Communication tab.
3. In the E-Mail Integration section, select the Enable Import of Correspondence Received option, and then use the information in the following table to set up the import:
   

   Field	Description
   Import Attachments	Select this option to enable the import of attachments. The contents of this drop-down list are set in the Administration Application. In the Administration Application, click Content Management.
   Automate Import	Use the arrows to set the time of day that Contract Management should automatically start the import of Correspondence Received.
   Populate To Field	Select this option to send the Correspondence Received to a specific contact. Click the Select link to select the contact to which the imported Correspondence Received should be sent. Only one contact can be selected. If you click the Select link next to the company name, the field will be populated with the primary contact for that company. To choose contact other than the primary contact, expand the company list, and click the Select link next to the contact name.
   Populate From Field	Select this option to have Contract Management automatically fill in the name of the contact sending the correspondence.

4. From the Protocol drop-down list, choose one of the following email protocols:
   • POP3
   • POP3S
   • IMAP
   • IMAPS
5. In the Server Name field, enter the name of the server on which the email that you want to import is stored.
6. The Port Number field will automatically show the corresponding default value for the Protocol you selected in step 4. Default values are:

   Protocol Selected	Default Port No.
   POP3	110
   POP3S	995
   IMAP	143
   IMAPS	993

7. In the Server Name field, enter the name of the server where the email that you want to import into the Correspondence Received Log is stored.
8. In the Password field, enter the password used to log on to the server where the email that you want to import into the Correspondence Received Log is stored.
9. After you enter all the information, click Test Connection. If the connection is correctly set up, you should see the following message:

   E-mail connection successful.

To import the email into the Correspondence Received Log:

After you correctly set up the project settings to enable email import, do the following to actually import the email:

1. Under the project, in the Communication section, click Corr. Received to display the Correspondence Received log.
2. Click Select an action and choose Import E-mail. The email will be displayed with the subject formatted as: email:<email subject name>.

   Note: The email is only imported once. The next time you import email, only those received since the last import will be retrieved.