Mail assignments
Overview
Once your sales mailbox is connected, the CRM checks every mail that arrives there: which deal, lead, customer or contact does it belong to? The content of a personal mail does not land in a history without asking. A wrongly assigned mail would carry personal content into somebody else's record, visible to everyone with access to it — and undoing that means deleting, not correcting.
Therefore:
- No match: the mail stays in your mailbox without any trace in the CRM.
- Unambiguous match: exactly one contact matches the address, no additional lead and at most one
open deal. By default the mail is then assigned at once.
- Ambiguous match: everything else — for instance two contacts with the same address, or a
contact and a lead. The mail waits on this page until you decide; until then it appears in no history.
The page only shows suggestions from your own mailbox. You find it in the CRM as a sub-item of Activities.
Core tasks
Check a suggestion. Every waiting mail is shown as a card: subject, Received or Sent, the other party's address and the time. The tag on the card says how certain the suggestion is: unambiguous or ambiguous. Show content expands the text of the mail.
Choose a target and assign. Assign to holds the suggestion; the picker offers every possible target — deal, lead, customer or contact. Other targets cannot be chosen. Assign writes the mail as an entry into that target's history; a second click does not create a second entry.
Dismiss. Do not assign leaves the mail in your mailbox without a CRM trace. In both cases the card disappears from the page.
Fields in detail
Assign
| Field | Required | Values / format | What it does |
|---|---|---|---|
Assign to targetSubjectType · targetSubjectId | no | one of the suggested targets | Type and identifier of the target whose history receives the mail. Empty keeps the suggestion. A target outside the suggestion list is rejected. |
On the card
| Display | Meaning |
|---|---|
Subject mailSubject | Subject of the mail; without one, (no subject) is shown. |
Received / Sent direction | Sent marks your own outgoing mail captured through the mailbox's BCC address. |
Address counterpartEmail | The other party's address — the targets were searched by it. |
unambiguous / ambiguous confidence | How certain the suggestion is, following the rules in the overview. |
Show content bodyHtml | The waiting text. It appears in no history until you decide. |
Settings & permissions
- Module
module.crm. - View: the page opens for anyone with
crm.deal.view; the API also returns the suggestions with
crm.lead.view.
- Decide:
crm.deal.editorcrm.lead.manage. When assigning, the system additionally checks
whether you may write into the history of this target.
- Only your own suggestions. Nobody sees suggestions from other people's mailboxes — for others
they simply do not exist.
- Switch off immediate assignment: the system setting
crm.mail_assignment.auto_confirm_high
(under System) is on by default, even without an entry. With the value 0 (likewise false, off, no or nein) an unambiguous match also waits for your confirmation.
- API:
GET /api/v1/crm/mail-assignments(filterstatus:pendingby default,confirmed,
rejected), POST /api/v1/crm/mail-assignments/{ulid}/confirm with targetSubjectType and targetSubjectId, POST /api/v1/crm/mail-assignments/{ulid}/reject.
FAQ & troubleshooting
The page is empty although mail is coming in. By default unambiguous matches are assigned at once and never show up here — look in the history of the customer or deal. Mail without a match stays in the mailbox only.
A mail is neither here nor in the history. Then the address matched no known contact, customer or lead. Register the address on the contact.
The target is said not to be selectable. Only one of the suggested targets can be assigned. Pick one from the list or dismiss the mail.
Assigning is rejected. You may not write into the history of the chosen target — for instance because the deal belongs to a brand in which you lack the permission. Choose another target or dismiss the mail.