Simplify Inbound Email Database Operations with airSlate SignNow

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[Music] my name is amari warren with fly fast consulting and today we're going to go over inbound actions a little why would you want to use inbound email actions you might want to use them to do something simple like create a record update a record something like that trigger another email or notification to approve a approval request maybe reject it something like that the one thing i want to emphasize is that you want to keep your inbound actions for simple tasks and things within the system if you have one someone trying to do something complicated i would strongly advise for you to guide them to use the system and the tool for what it is you don't want to do anything too complicated with that and one of the reasons being is you don't want to get stuck in a position where you're giving complicated instructions to users that are hard to remember and difficult to follow you also don't want to do it because you don't want to risk bogging down the system with complicated scripts and things like that hitting the database so like i said before you want to keep things simple if you have a request or business requirement to do something complicated i strongly advise that you guide the users to the systems and show them the benefits of actually using the tool because that's that's what it's here for we want to keep things things simple so with that being said uh inbound actions are a great tool for for doing simple things that you may want to do when you don't have access to to the tool maybe you're on your phone maybe you're away from the office things like that so some of the things that you can do with an email inbound action you can record certain things to the record you can trigger also trigger replies uh to users with those so one of the conditions are based on the type is the new email a reply or a four are you being for something to the system and one thing that i want to mention is when you're developing these and wanting to test them make sure you have the outbound email configuration set and the inbound email configuration set with a in this right here with a email address where you can use to actually test your work just be sure that when you change this you change it back once you're you're done working or doing whatever you have to do with inbound actions how does it recognize an email that's meant for a circuit certain record like let's say this incident right here so when the system sends out an email to a user there's something called a watermark so when a user is replying with that watermark the system recognizes that and knows that they're replying to that and it also recognizes the user by their email address in the system one option you have with inbound actions is to stop processing other inbound actions sometimes you don't want to trigger a cascade of other inbound actions or emails one out to the user if let's say a user sends an email to the system to cancel requests you don't want to process you might not want to process other emails after that so you would check this stop processing check box to keep that from from happening and you can also let's say you do want certain inbound access to process but when it gets to this one you want it to stop you can define that with the execution order so if you have emails with a higher order than this they'll actually process and once it gets down here and you have this checkbox chat it'll stop processing that you can also set certain conditions you see down here like uh if there's something in the body it's created by a certain user etc etc so that way you can kind of control the traffic within the system and filter out certain emails that you don't want want to process as well using those conditions you can also set it by certain roles maybe you only want managers to be able to do that you can assign that row to managers and this inbound action will only trigger if that manager or user has say the manager role now let's go over here to the actions over here when you're developing an inbound email action you can set certain fields when you're creating a record this one's creating an incident so you can set the caller id to the user that's in an email you can add comments to it you can set the short description etc etc and like i said you want to keep keep this simple if someone's trying to do something too complicated like you know if this user's sending from this email address and the body has 1 000 words of text then send an email to say their manager their vice president et cetera you really don't want to do that again direct them to the tool to use that you don't want this script getting too complicated like i said it's difficult for the developer you run the risk of introducing defects constantly having to work on this and there's going to be a fairly high learning curve when you're trying to train users on how to use this and what they need what information you need to keep in the email or provide an email to trigger certain actions so keep that in mind keep this simple and you can also set do a simple in a scripting you can actually set field values here and over here is a description of what the inbound action does i'm not going to go through this but the developer can put a description here or if you're using one of the out about out of the box inbound actions just use a description over here for for the user to use now i already test this myself for this demo so you don't have to wait on me to send that out and wait on a reply so you can see over here i sent the email to the system and before i get there let's say you are trying to create an inbound action you want to access something but you don't know why how to get to it you may want to search the header search the header code for the header because if you're looking for something that you know is in there like uh let's say the email went out to multiple users and you're trying to code based on that that information is usually in the header if it's not in the subject or body so just keep that in mind when you're developing that back to uh the email i sent to the system i wanted to create an incident so essentially i sent in an email to this developer instance subject a test instant this has the body information headers content type and we're going to go ahead and preview that you can see that i just sent this is just a test email what that did it was it created this instant right here you can see that it set the short description it shows that i sent an email and what was in it let's see is there anything else in here no there's not but you can set all these fields if you need to but as you as you can see it matched up to my email address i have a user account here up and once it recognized me it created this incident and if we go back to that email not that one this one right here you can see all the inbound actions and scripts that it skipped down here and you can also attach email attachments to the record and you can see the system replied with a notification which isn't really related to this but trigger one out because the email that i sent down and i think uh that's about it like i said we wanna go ahead and remove that email address once we're done save it and like i said you can get the inbound actions under system policy email inbound actions i'm going to go ahead and leave there here's just a preview of some of the inbound actions that you can create or that have been created out of the box yeah that's that's pretty much it you