Syncing Your Email to Your CRM

A recent chat with a customer reminded me that there are still many companies out there running their own in-house CRM, or similar, and facing the very real problem that their email is received and stored separately to the rest of their customer information, which is accessible in their CRM.

A product of mine from ‘back in the day’, ContaxCRM, solved this problem with email sent and received being synced into the CRM, against the correct Customer / Supplier / Prospect – and it did this on both Windows and macOS.

In this post I am demonstrating part of this solution for macOS only, using Apple Mail.  Of course this can easily be modified and extended to work with other email packages should you wish to do so.  This post basically covers how to extract the received emails and store them in such a fashion that your CRM can read, parse and save this information to the CRM database the next time the CRM is launched.

The first thing to do is to install the Apple Script that does all of the heavy lifting.  You can see the Script below, and Download it from here.

capture1

This script needs to be stored in the appropriate location on your Mac.  You can see the location in the image below, generally ~/Library/Application Scripts/com.apple.mail/

capture2The second step is to open your Apple Mail Preferences and navigate to the Rules Tab.  From here you need to setup a new rule to execute the script whenever a new email is received.  See the image above.

That’s it !  A text file will be created (if necessary) and appended to with the full contents of every email received.  You can setup the Name and Path for the text file from within the Apple Script.

Parsing the text file, extracting the email address of the sender and saving this to your CRM is straightforward but will differ depending on your application, development software and requirements.

Hopefully this will be of use to someone out there 🙂

Looking for an App creating for your Windows or Mac Computer? What about an App for your iOS or Android Tablet or Phone, or A Web App? Bespoke, Custom, High Quality Applications. Contact Us

Software Cannot Grow Old Gracefully !

As the title says: ‘Software Cannot Grow Old Gracefully‘. It is with this in mind that I am no longer selling or further developing any of the following products:

  • ContaxCRM
  • macVCR
  • MonitorMyMac
  • R10BatchMail
  • SMSRelaySuite

Custom or bespoke versions as well as joint venture editions will continue to be supported for the foreseeable future. I’ll be sad to see them go, macVCR was the first application I ever wrote for Mac OSX back in 2007 and here we are 9 years later … still, everything comes to an end.  RIP.

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If you have any questions or if you are interested in acquiring source code etc. then please click here to email me, or contact me via telephone: +44 1773 252 007

Note: The source code is written in Xojo and in some cases uses plugins from Monkeybread Software.

ContaxCRM: Now Free of Charge !  

Happy New Year ! This is my first post of 2015, a year in which I intend to focus and streamline my business with a discipline that I have been previously lacking !

I have a lot to tell you about, and I will cover this in far more detail later, but for now just a quick note to say that ContaxCRM, for Mac and Windows, is now available free of charge. No strings.

Of course if you require additional services such as training or software changes then these will be quoted and charged appropriately. The software however is now free to use, although I still of course retain the Copyright.

Until I get the website updated you can get a free license from me directly by emailing me at scholerton@gmail.com

Best Wishes – Steve

CRM: Contact Notes

Just a quickie today – for ContaxCRM users who have recently purchased the software, here is the single annotated image that explains all you need to know about adding Notes to a CRM contact.

ContaxCRM Notes

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CRM: What and Why

There are many types of relationships. Personal,  Prospects, Customers and Suppliers for example.  These are all valid and valuable relationships.

 

Today with the rise of social networking everybody has many ways of being contacted, and many forums on which to air their views, make statements and and ask questions.  In addition they have many ways of contacting you, and of talking about you. To keep track of this continuous flow of  information, you need some form of:

 

Contact

Relationship

Management

 

CRM is generally understood to mean Customer Relationship Management.  Personally I believe this is inaccurate and potentially misleading.  The whole CRM concept revolves around relationships with individuals and companies, many of whom are not your customers.  

 

Focusing on customers only would be very short sighted indeed, and successful businesses need to focus on all of their contacts and the relationships they share with them. 

 

CRM is designed to bring together information from various disparate sources into one central repository of real-time accurate contact information.  

 

This empowers employees to make informed decisions when interacting with the outside world.

 

These informed decisions are necessary for CRM to fulfill it’s brief of reducing costs and increasing customer satisfaction and loyalty. Having said that CRM is not just about customers, they are however one of our most important assets and should be looked after appropriately.


The fact is that CRM should be responsible for increasing your bottom line.  In business every single decision boils down to that one simple question:  Does this make us more profitable ?  Anything that does not directly or indirectly answer yes to that question is not worth considering, at least from a purely business point of view.

 

CRM does not have to be implemented and used throughout the whole company.  It is perfectly feasible for a single department to use CRM to help them with their particular function, as long as it is realised that CRM cannot fulfill it’s design criteria of being a central repository of contact information unless it is installed company wide.  That being understood and accepted, by all means install it in a department, the benefits you get will almost certainly be better than what you had before.

 

Many papers on CRM will tell you that everyone from the CEO to the Janitor should have CRM installed.  When you are a multi-million dollar company who’s revenue stream depends almost completely on installed licenses then it’s understandable that you will sell CRM as a huge enterprise wide undertaking.  I am not disagreeing with the theory but in practice CRM can and perhaps should be implemented in phases.  

 

What better way than implementing one department at a time ?

 

CRM is often installed as part of an initiative to ‘Increase Customer Service’ or ‘Serve Customers Better’ or some such grand statement.  Introducing CRM in such a way can fog the issues and cause potential problems with a successful installation.  

 

As I mentioned earlier, in business every single decision boils down to that one simple question:  Does this make us more profitable ?  So we can rewrite the previous initiative statements as: 

 

‘Keep the customers happier because then they will buy again and also recommend us to their friends, so making us more profitable and successful, the customer more satisfied and therefore everyone wins.’ 

 

This statement has a number of advantages, the first being that it is 100% true.  The second is that it is refreshingly believable.  The third is that it cannot easily be misconstrued or interpreted incorrectly.   

 

So, what has this got to do with CRM.  Everything.  Keeping this statement in mind throughout the CRM selection and installation process will lead to higher satisfaction and a greater return on investment, the reason being that CRM is a tool and a technology to help you make that statement happen, and then to keep it happening.  

 

Once that is understood there is clarity in your goals and you are halfway towards being prepared for a successful CRM installation.


Where next ?  www.contaxcrm.com

stevencholerton.com

Sales,Distributor and Dealer Enquiries to: 762@zombielabs.net

 

New Support Forum Coming Very Soon: zombielabs.net/forum

 

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Common Sense Search

Searching Your Contacts

blackdogCRM features a very powerful and intuitive facility for searching your contacts. One of the many (almost[1]) unique features of blackdogCRM is that the search text you enter will automatically search all fields in the contact record.

www.stevencholerton.com

Basically this means that if you enter steve as your search string, you will receive in the results data records that contain information that:

  • begins with steve (or Steve, or sTEVE or STEVE etc)
  • or ends with steve (or Steve, or sTEVE or STEVE etc)
  • or contains steve (or Steve, or sTEVE or STEVE etc)

We can do that and still maintain speed and performance due to implementing our own primary proprietary indexing and searching mechanism.

In addition we add something we call Common Sense Search. Basically this lets you type IBM and the contacts will be returned that include I.B.M or I B M. This works with first and last names as well, so for example: stevenchol would return my contact record even though Steven and Cholerton are actually separate fields in the database.

[1] I first used this technique in ContaxCRM, one of my previous software products.


www.stevencholerton.com

Sales,Distributor and Dealer Enquiries to: 762@zombielabs.net

New Support Forum Coming Very Soon: zombielabs.net/forum

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