Email Communication Management
Email Communication Management
Outgoing Email Tracking
Managing and Tracking Sent Emails
Corcava provides comprehensive outgoing email tracking for complete visibility into sent communications:
Outgoing Email System:
- UserMailbox Association: All outgoing emails linked to specific connected user mailboxes
- Recipient Tracking: Track email recipients and delivery addresses
- Subject Management: Record and manage email subjects for reference
- Content Storage: Store complete email content and formatting
- Status Monitoring: Track email status throughout the sending process
Email Status Management:
- Draft Status: Emails prepared but not yet sent
- Queued Status: Emails waiting in queue for delivery
- Sent Status: Emails successfully sent through connected accounts
- Failed Status: Emails that failed to send with error tracking
Outgoing Email Features:
- Polymorphic Associations: Support for linking emails to various model types
- Email Content: Support for long text content with rich formatting
- Subject Tracking: Text field for email subject storage and reference
- Timestamp Tracking: Creation and modification timestamps for email history
Outgoing Email Management
Outgoing emails are managed through sophisticated tracking and control systems:
Email Creation:
- Mailbox Selection: Select from available connected user mailboxes for sending
- Recipient Configuration: Configure email recipients and delivery addresses
- Content Management: Manage email content and formatting
- Status Initialization: Initialize emails with appropriate status (draft by default)
Email Sending Process:
- Gmail Integration: Send emails through Gmail API using connected accounts
- Authentication: Use stored access tokens for authenticated email sending
- Status Updates: Automatic status updates upon successful sending
- Error Handling: Comprehensive error handling for failed email attempts
Email Tracking:
- Send Confirmation: Track successful email sending with status updates
- Delivery Monitoring: Monitor email delivery through connected accounts
- Error Logging: Log and track email sending errors and failures
- Status History: Maintain complete history of email status changes
Email Status Management
Email status is tracked comprehensively across all communication channels:
Status Types:
- Draft: Email created but not yet sent (default status)
- Queued: Email added to sending queue awaiting delivery
- Sent: Email successfully sent through connected email account
- Failed: Email sending failed with error information logged
Status Transitions:
- Draft to Queued: Emails move from draft to queued when scheduled for sending
- Queued to Sent: Emails move from queued to sent upon successful delivery
- Queued to Failed: Emails move from queued to failed if sending fails
- Status Persistence: Email status changes are permanently recorded
Status Features:
- Real-Time Updates: Email status updated in real-time during sending process
- Error Information: Failed emails include detailed error information
- Status Validation: Comprehensive validation of status transitions
- History Tracking: Complete history of status changes for each email
Incoming Email Processing
Automatic Processing of Received Emails
Corcava automatically processes incoming emails from connected accounts for comprehensive communication tracking:
Automatic Email Retrieval:
- Scheduled Processing: Regular retrieval of incoming emails from connected Gmail accounts
- Contact Matching: Automatic matching of incoming emails to existing contacts
- Message Extraction: Extract email subjects, content, and metadata
- Duplicate Prevention: Prevent duplicate email processing and storage
Email Processing Workflow:
- Account Scanning: Scan connected user mailboxes for new incoming messages
- Contact Identification: Identify emails from known contacts in the system
- Duplicate Checking: Check for existing emails to prevent duplicate processing
- Activity Creation: Create contact activity records for new incoming emails
- Email Storage: Store incoming email details and content for reference
Processing Features:
- Gmail API Integration: Retrieve emails through Gmail API using connected accounts
- Message Parsing: Parse email messages and extract relevant information
- Content Storage: Store email subjects, content snippets, and sender information
- Activity Integration: Integrate incoming emails with contact activity system
Incoming Email Storage
Incoming emails are stored with comprehensive information for contact management:
Email Data Storage:
- Contact Association: Link incoming emails to specific contact records
- Sender Information: Store sender email address for identification
- Subject Recording: Record email subjects for reference and search
- Message Content: Store email message content and snippets
- Activity Linking: Link emails to contact activity records
Storage Features:
- Contact Integration: Seamless integration with contact management system
- Activity Association: Each incoming email associated with contact activity record
- Content Preservation: Preserve email content for future reference
- Metadata Storage: Store email metadata for comprehensive tracking
Contact Email Integration
Linking Emails to Contact Records
Email communications are seamlessly integrated with contact management:
Contact Activity Integration:
- Email Activity Type: Emails recorded as specific activity types in contact records
- Activity Timeline: Email communications appear in chronological contact timelines
- Bidirectional Tracking: Track both incoming and outgoing emails for each contact
- Team Attribution: Email activities attributed to appropriate team members
Email-Contact Linking:
- Automatic Association: Automatic linking of emails to contact records
- Contact Identification: Identify contacts based on email addresses
- Activity Creation: Create contact activities for all email communications
- Timeline Integration: Include emails in complete contact interaction timeline
Contact Communication History:
- Complete Timeline: Chronological timeline of all email communications
- Unified View: Single view of all contact communications
- Context Preservation: Maintain full context of email conversations
- Historical Access: Access to complete email communication history
Email Activity Features
Email activities provide comprehensive communication tracking:
Activity Recording:
- Email Type: Record emails as specific activity type (TYPE_EMAIL)
- Contact Association: Associate all email activities with specific contacts
- User Attribution: Attribute email activities to appropriate users
- Team Organization: Organize email activities by team for proper access control
Activity Management:
- Activity Creation: Create new email activities for incoming and outgoing emails
- Activity Deletion: Clean removal of email activities when needed
- Activity Updates: Update email activity information as needed
- Activity Display: Display email activities in contact timelines
Activity Benefits:
- Unified Communication: All email communications centralized in contact records
- Team Collaboration: Team-wide visibility into email communications
- Contact Context: Full context for customer relationship management
- Communication Insights: Insights into communication patterns and frequency
Email History
Complete Email Communication History
Corcava maintains comprehensive email communication history for all contacts:
Communication Tracking:
- Bidirectional History: Track both incoming and outgoing email communications
- Complete Timeline: Chronological timeline of all email interactions
- Content Preservation: Preserve email content for future reference and context
- Metadata Storage: Store email metadata including subjects, timestamps, and participants
History Features:
- Contact-Centric: Email history organized by contact for easy access
- Activity Integration: Email history integrated with contact activity system
- Search Capability: Search through email history for specific communications
- Timeline Display: Display email history in chronological timeline format
Historical Benefits:
- Relationship Context: Full context of email relationships with contacts
- Communication Patterns: Identify communication patterns and frequency
- Reference Material: Access to historical email communications for reference
- Team Knowledge: Shared team knowledge of email communications with contacts
Email Communication Benefits
Comprehensive email communication management provides significant benefits:
Business Benefits:
- Customer Relationship Management: Enhanced customer relationships through complete communication history
- Team Collaboration: Improved team collaboration through shared email visibility
- Communication Efficiency: More efficient communication through centralized email management
- Professional Image: Professional email management and tracking capabilities
Operational Benefits:
- Communication Tracking: Complete tracking of all email communications
- Activity Monitoring: Monitor email activity and engagement levels
- Error Management: Comprehensive error tracking and resolution
- Performance Optimization: Optimize email communication based on tracking data