Setting up .Net Email Logging in Tour deForce

Purpose

 

The purpose of this document is to provide instructions for setting up the .Net email logging service.

In Tour de Force, the .net Email Logging Service supports Microsoft Exchange Server 2003, 2007,2010, and POP3.

Email Logging captures a copy of email messages sent and received through the Exchange server.  In fact, Email Logging captures all inbound and outbound mail messages from Microsoft Exchange, any other email services that allow Journaling of messages, and from Business Systems that have automated processes.

 

Email Logging scans the To, From, and Cc fields associated with each email message in order to locate a matching Contact record associated with Tour de Force.

  

This technical bulletin contains the following sections:

 

1. Creating an Outlook Profile
2. Setting up the .Net email Logging Service
3. Setting Email Logging Failure Options
4. Setting the Email Logging Preferences
5. Setting an Internal Email Logging Exception

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

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1. Creating an Outlook Profile

 

 

Before configuring the email logging settings, an Outlook profile needs to be created.

 

Use the following procedures to create an Outlook profile used for email logging:

 

1. Log in to the Administration Console box as TDFAdmin.

 

2. Click the Start button.

 

3. Open the Control Panel.

 

4. Click the Mail icon.  For Windows 7 users it may be necessary to change the Category view to Small Icons for the Mail icon to appear.

 

5. In the Mail Setup dialog box, click the Show Profiles button.

 

6. In the Mail dialog box, click the Add button.

 

7. In the Profile Name field, type in the name of the Outlook profile.  There is no required name, however Tour de Force recommends naming the profile as TDFEmail.

 

8. In the Add New Account screen select Manually configure server settings or additional server types.  Click the Next button.

 

 

 

 

 

 

 

9. For companies that are using Microsoft Exchange, select Microsoft Exchange or compatible service.  Click the Next button.

 

 

If the company is using a POP3 type email service, such as Gmail, select Internet E-mail.  Click the Next button.

 

 

 

 

 

 

 

 

10. For companies that are using Microsoft Exchange, and if the profile is being created on the same machine that Exchange is located on, the Server and User Name fields should auto-populate.  If these fields do not auto-populate type in the name or the IP address of the Exchange Server in the Server field, and type in the name of the Tour de Force Administration account in the User Name field.  This user name is typically called Tdfadmin.  Click the Next button once finished.

 

 

For companies that are using a POP3 E-mail account, those companies need to get the information provided from their E-mail service.  For example, a service such as Gmail needs to provide user name and password information, port numbers, the incoming mail server, and the SMTP information.  Click the Next button when finished.

 

 

 

11. Once finished the new Profile gets added to the profile list on the General Tab.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2. Setting up the .Net Email Logging Service

 

 

Before Email logging can be used an Outlook profile must be set up and the Email Logging service needs to be set up and installed.  After an Outlook profile has been created, the Administrator can then go into the Service Administration screen and set up the Email Logging service.

 

Use the following procedures to set up the Tour de Force Email Logging service:

 

1. Create an Outlook profile on the Tour de Force Administration Console server. Typically TDFEmail is used as the Profile name.  For further assistance with creating an Outlook Profile refer to Section A – Creating an Outlook Profile.

 

Note: Depending on the version of Exchange the process to create a profile is different. Email journaling, or archiving must be turned on before Email Logging can used in Tour de Force.

 

2. Open the Tour de Force Administration Console.  

 

3. In the Tour de Force Administration Console expand the Service Administration section.

 

4. Select Manage Service Settings and then click the Launch: Manage TdF Services.

 

5. Once the Manager Tour de Force Services screen opens, select Email Logging Settings.

 

 

 

 

 

 

6. In the Outlook Profile Information section, type in the Outlook profile information created on the Exchange server.  

 

 

If the company is using a POP3 service, click the Use POP3 checkbox.

 

 

 

 

 

7. In the Public Share Information section, type in the password associated with the company share folder.

 

 

 

8. Click the Next button to display the Logging Settings section.

 

 

 

 

9. In the Logging Settings menu choose what options need to be configured.  There are several fields that need to be noted:

 

 

• Enable detailed error logging – This field is used by Tour de Force Support to troubleshoot any issues that may cause the Email Logging service to stop working.  Do NOT check this field when setting up the Email Logging service.

 

• Don’t log carbon-copies – This option is used to log the emails for any user that can have an email logged if their email address is contained in the CC field.  If the company does not want to log email messages to CC emails then leave this field checked.

 

• Use Envelope Journaling – If the company is currently using Exchange 2007 or newer, this field must be checked.  Exchange 2007 and newer, use a feature to encrypt/archive email message and if this option is not checked then the Email Logging service cannot log email messages that have been encrypted/archived by this process.  For any companies using earlier versions of Exchange this field does not need to be checked.  However, if a company plans to migrate to Exchange 2007 or newer from an older version, make sure that this field is checked before the migration.

 

• Process body for TDF links – This option is used to check the body of email messages for a GUID, and if a GUID is detected then that email gets logged, even if the sender is on the Do Not Log List.  The GUID gets populated into an email message when using the Email Details button to forward a Tour de Force record or item to another user.

 

• Do Not Log Email to Contacts of an Inactive Account – Is this an old option?  I need to ask Jason because now we have the ability to not mark a child item as Inactive when marking an Account Inactive.

 

 

10. Click the Save Settings button.

 

Note:  In most cases the default preferences set in the Logging Settings section should be used.  For further information regarding additional options please consult with a Tour de Force Environment Consultant.

 

 

11. Click the OK button when prompted.

 

12. Click the Email Logging Service option.  

 

 

 

 

 

 

13. Click the Install Service button.

 

 

14. Type in a user name and password for use when logging into the Email Logging service and click the OK button.

 

 

15. Click the Start Service button.

 

The Email Logging service is now activated.

 

 

 

 

 

 

 

 

 

 

 

3. Setting Email Logging Failure Options

 

After the Email Logging service has been installed, Administrators can set up how the service behaves when Emails fail to log.  When Emails fail to log they get moved to a sub folder that keeps track of all of the Emails that have failed to log properly.   This folder is set up during the initial set up of the Email logging service.  If a folder has not been designated as an Email Logging failure folder, then the Administrators can create one by clicking the Add a New Folder button on the Failure tab.

 

 

The Failure tab allows Administrative users to configure how emails that fail to log are handled in Tour de Force. A size limit can be set to determine how large the folder can get before everything is deleted, or emails that fail to log can be deleted immediately.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

This section describes the various settings available on the Failure tab located in the Email Logging Settings:

 

A message size limit can also be set so that email messages over a certain size either get deleted immediately or moved to new sub folder.  If the setting is set to zero then that means that no size limit has been set.

 

 

All of the settings here are completely up to the company to set, and there is no standard rule for how error logging is used.  The limit on email message size and folder size is going to be dependent upon company policies and server harddrive size.

 

 

 

 

Click the Save button after any changes have been made.

 

 

Close the Manager Tour de Force Services window.

 

 

 

 

 

 

 

4. Setting the Email Logging Preferences

 

After Email Logging has been set up and activated, Administrators, with access to the Administration Console, can now limit what type of emails and email domains get logged into Tour de Force.

Use the following procedures to configure the Email Logging preferences:

1. Open the Tour de Force Administration Console.
2. Expand the System Settings folder and select the Company Preferences option.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

3. Click the Launch: Company Preferences button.

4. Click the Email Logging item.

 

 

 

 

 

 

The Do Not Log to List is used to restrict emails from being logged for the email addresses, account packages, and email domains listed in the Do Not Log To List tab. However, if the email contains an address or domain of other Account records or Contact records the emails are logged to those Account and Contact records.

For example, adding @mrhtech.com to the Do Not Log To List tab prevents email messages from @mrhtech.com being logged into Tour de Force.

To add an Account Package click the Add AcctPkg button. To add an email domain click the Add Email/Domain button.  The Override Logging Exceptions when linking to Tour de Force Items/Records checkbox is used to override any Account Package or email domain restriction that has been added to the Do Not Log To List.  For further assistance refer to Section D – Setting an Internal Email Logging Exception.

 

 

 

 

 

 

 

 

The Restricted Email List is used to restrict emails from being logged for the email addresses, Account Packages, and email domains listed in the Restricted List tab. The Restricted List tab is similar to the Do Not Log To List tab, however, all email domains or Account Packages are not logged to Tour de Force; even if the email contains an address from an allowed email domain or Account Package.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

The Allow List tab is used to only log emails for the email addresses listed in the Allow List.  

For example, because the @tourdeforcecrm.com domain is listed that means only emails that come from that domain are going to be logged into Tour de Force.  No other emails are going to log unless the domain is added to Allow List.

To turn on the Allow list, click the Use Allow List check box.

5. Close the Company Preferences utility when finished.

5. Setting an Internal Email Logging Exception

 

Administrators now have the ability to override exceptions so that internal emails, when created from an Actions menu option or the Email Details, do get logged in the system and are linked to the parent record or item those emails were generated from.

 

For example, if the company had set their company email domain to not log their emails, the field Override Logging Exceptions when linking to Tour de Force Items/Records, can be checked so that any email generated from a Tour de Force record or item does get logged in the system.  This is a convenient for internal discussions about certain records in the system such as a Contact record or an Opportunity record.  Even with the override turned on personal emails that end with the company domain do not get logged as long as that company email domain is in the Do Not Log List.

Use the following procedures to turn on the override logging exception:

 

1. In the Manage Company Preferences window select Email Logging.

 

 

 

 

 

 

 

 

 

 

 

2. On the Do Not Log To List tab, click the Override Logging Exceptions when linking to Tour de Force Items/Records field.

 

 

With this field checked, and if the company’s email domain is the Do Not Log List, emails created from records or items in Tour de Force still log in the system.  Personal emails not created from Tour de Force records or items do not log.

 

3. Close the Manage Company Preferences window when finished.