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:

1. Account Scanning: Scan connected user mailboxes for new incoming messages
2. Contact Identification: Identify emails from known contacts in the system
3. Duplicate Checking: Check for existing emails to prevent duplicate processing
4. Activity Creation: Create contact activity records for new incoming emails
5. 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