Follow

Implementation - Set Up Email Tracking (Record Email History)

Implementation - Set Up Email Tracking (Record Email History)

In this article:

About Setting Up Email Tracking (Recording Email History)

Lasso gives you the ability to integrate your project email account with Lasso so that emails sent and received in your email client, e.g. Outlook, will log to registrant contact history in Lasso.

There are three methods of setting up your email client to record registrant history. The method you choose will depend on whether you want all emails to be scanned for history or a filtered list of emails to be scanned. The methods are as follows:

1Full Automation: All outgoing and incoming emails between sales reps and registrants are recorded in Lasso via registranthistory@lassocrm.com.

  • Advantage: Fully integrating your email with Lasso means that, once set up, it is completely automated and no manual intervention is needed to record your email communication with registrants in history.
  • Disadvantage:  If your corporate email policy prevents you from sending email messages to a third party vendor, you may want to consider looking into one of the other methods listed below.

2Email Alias: Create an alias for your email account and set it to send a copy to registranthistory@lassocrm.com for all outgoing and incoming emails between sales reps and registrants. For example, your default account is jane.smythe@skyview.com. Your alias could be jane@skyview.com.

  • Advantage: Only the communication you send and receive via your alias account will be recorded in history.
  • Disadvantage: This method requires you to select the email alias account as the From address when sending email.

 3Manual Tracking: Add registranthistory@lassocrm.com to the BCC line when sending email to registrants. Then manually copy and paste email replies into history on the registrant profiles.

  • Advantage: You have full control of the email communication that you wish to record as history on the registrant profiles in Lasso.
  • Disadvantage: This method is completely manual as it requires you to copy and paste your email replies into history, and you are required to BCC registranthistory@lassocrm.com on outgoing emails.

When are emails recorded?

When Lasso receives an email in registranthistory@lassocrm.com, the To and From headers are scanned to determine if there is communication between a sales rep and registrant. If there is a match, the email is recorded as history. If there isn't a match, it is discarded immediately.

Internal communication between sales reps is removed from history to avoid recording sensitive information. Lasso will check to see if the domain name of the sender and the recipient is the same. If it's a match, the history will be removed and will display "Removed due to internal communication".

Lasso Email on Smartphone

Ensure that your project email address has been forwarded to your Lasso default email address before you begin.

Note: Email setup for different models of smartphones could vary from the instructions presented below.

Instructions for iPhone:

1 – On your iPhone, select Settings.

2 – Select Mail, then Contacts, and Calendars.
3 – Select Add Account.
4 – Select Other.
5 – Select Mail and then Add Mail Account.
6 – Fill in Name, Address, and Password. (Note: Description will be filled in from the Address field.)
7 – Select Save.

To set up Incoming Mail Server, enter the following:

  • Host Name = mail.lassocrm.com
  • User Name = Lasso user name
  • Password = Lasso password

To set up Outgoing Mail Server, enter the following:

  • Outgoing = mail.lassocrm.com 
  • User Name = Lasso user name
  • Password = Lasso password
  • Select Save.
  • Answer Yes to the message Cannot Connect using SSL. | Do you want to try setting up the account without SSL?

Instructions for Samsung Galaxy Android:

1 – On your Android, select Email.

2 – Select Accounts.
3 – Select Add Account.
4 – Enter Lasso email address.
5 – Enter Lasso password.
6 – Select Next.
7 – Select the type of account:

  • POP3 account
  • IMAP account

To set up Incoming Mail Server, enter the following:

  • POP3 or IMAP server = mail.lassocrm.com

To set up Outgoing Mail Server, enter the following:

  • SMTP server = mail.lassocrm.com
  • Port = 26

Instructions for Blackberry:

1 – On your Blackberry, select Email Settings.

2 – Select Set up another email account.
3 – Select Other.
4 – Enter Lasso email address.
5 – Enter Lasso password.
6 – Click Continue.
7 – Select I will provide the settings.
8 – Select POP/IMAP.

To set up Incoming Mail Server, enter the following:

  • POP3 or IMAP server = mail.lassocrm.com

To set up Outgoing Mail Server, enter the following:

  • SMTP server = mail.lassocrm.com
  • Port = 26

Set Up Apple Mail for Email Tracking

1 – Start Apple Mail.

2 – On the Mail menu, select Preferences.

3 – Select Accounts and click + to create a new account.

4 – In the General Information dialog box, enter your information:

  • Account Type: select IMAP
  • Account Description: This should be how your account appears on the Accounts list.
  • Full Name: Your first and last name
  • Email Address: Your project email address

5 – In the Incoming Mail Server dialog box, enter your information:

  • Incoming Mail Server: mail.lassocrm.com
  • User Name: Your Lasso user name
  • Password: Your Lasso password

6 – Click Continue.

7 – In the Outgoing Mail Server dialog box, enter your information:

  • Outgoing Mail Server: mail.lassocrm.com
  • Use Authentication: Check the box
  • User Name: Your Lasso user name
  • Password: Your Lasso password

8 – Click Continue.

9 – In the Outgoing Mail Security dialog box, do not select any options.

10 – Click Continue.

11 – Review your information to ensure it is correct in the Account Summary window.

12 – Click Continue.

13 – The Conclusion window will be displayed after successfully adding the new account.

Set Up Entourage Mac for Email Tracking

1 – Start Entourage.

2 – On the Tools menu, click Accounts.

3 – To add a new account, choose New Mail from the Accounts menu.

4 – In the Add new mail account dialog box, select IMAP from the Account Type menu.

5 – In the Account Settings dialog box, enter your account information:

  • Account Name: This should be how your account appears on the Accounts list.
  • Name: Your first and last name
  • E-mail Address: Your project email address
  • Account ID: Your Lasso user name
  • IMAP server: Name of Incoming Lasso mail server to be used - mail.lassocrm.com
  • Password: Your Lasso password
  • SMTP server: Name of Outgoing Lasso mail server to be used - mail.lassocrm.com

6 – Select the Click here for advanced sending options button to continue.

7 – Select the check-box beside SMTP server requires authentication. This will automatically select the option for Use same settings as receiving mail server.

8 – Click anywhere inside the box to continue, and then click OK.

Google Apps

The following instructions are for those clients who are using Google Apps to host their email. These steps will ensure that email messages are copied to Lasso and captured as History in the Registrant Profiles.

1 – Access the G Suite Administration interface (i.e. admin.google.com).

2 – Navigate to Apps > Google Apps > Gmail > Advanced settings.

3 – In the Organizations section, highlight your domain or the organizational unit for which you want to configure settings.

4 – Scroll down to Content compliance. Hovering over this row shows a menu on the right side.

5 – Select Add another to add a new rule.

6 – In Section 1, select both Inbound and Outbound.

7 – In Section 2, select If Any of the following...

8 – Add the email address of the salesperson as the expression.

9 – In Section 3, select Modify Message.

10 – Select Add more recipients under Also deliver to.

11 – Add recipient:registranthistory@lassocrm.com.

12 – Click Save changes at the bottom of the page.

Please note that changes can take up to 24 hours to process but are usually enabled within a few minutes. Inbound mail from clients does not appear in the History section of the Registrant Profile as quickly as outbound mail from Lasso Sales Reps but it will appear.

 Microsoft Office 365 and Exchange Online

1 – Log in to Office 365.

2 – Go to the admin center. (Note: You must have admin permissions to access.)

3 – Under ADMIN, click Exchange. This will take you to the Exchange admin center.

4 – In the Exchange admin center, click compliance management.

5 – In compliance management, select journal rules.

6 – Select the “+” to add a new journal rule.

7 – In the new journal rule window, in the Send journal reports to space, enter registranthistory@lassocrm.com.

8 – In the Name space, enter LassoCRM History – <username>, e.g. LassoCRM - Jane.

9 – In the If the message is sent to or received from… space, click on the dropdown beside A specific user or group… and select the user from the list.

10 – Click add and then ok.

11 – In the Journal the following messages… space, select External messages only.

365.png Once successfully added, the user will appear in the journal rules list. Perform the above steps for each user.

3651.gif

Microsoft Office Outlook 2016

1 – Start Outlook.

2 – Click on the File tab.

email1.gif

3 – Click on Add Account.

email2.gif

4 – Enter your Outlook email address and click Advanced Options.

5 – Check the box beside Let me set up my account manually and click Connect.

email3.gif

6 – Click the IMAP button.

email4.gif

Note: IMAP is the preferred setting as this will keep email and folders synchronized automatically between your Outlook and Lasso email clients.

7 – In the Incoming mail Server field, enter mail.lassocrm.com. Enter 143 in the Port field.

8 – In the Outgoing mail Server field, enter mail.lassocrm.com. Enter 26 in the Port field.

Warning: DO NOT check the Require logon using Secure Password Authentication SPA) check box.

9 – Click Next.

email.gif

10 – Enter your password and click Connect.

email6.gif

11 – Enter your User Name and click OK.

email.gif

Your account should connect. If it doesn’t, check the settings to make sure you’ve entered the correct information. There are still a few more steps to ensure your account is working correctly.

12 – On the Outlook homepage, click on File.

email8.gif

13 – Click Account Settings.

14 – Select Account Settings… in the dropdrown.

email9.gif

15 – Double-click on your new account.

email10.gif

16 – Click on More Settings.

email11.gif

17 – Select the Outgoing Server tab.

email12.gif

18 – Ensure that the box beside My outgoing server (SMTP) requires authentication is checked and the button beside Use same settings as my incoming mail server is selected.

19 – Click OK.

email13.gif

20 – Click on Test Account Settings.

email14.gif

21 – Click Close when the test is complete.

email15.gif

Microsoft Office Outlook 2010

1 – Start Outlook.

2 – Click on the File tab.

3 – Click on Add Account.

4 – Enter the Account Setup information:

  • Your Name: Your first and last name
  • E-mail Address: Your project email address

Note: If you have multiple project email addresses, you will need to create a Lasso User Account for each one.

Password: Your Lasso password

5 – Select Manually configure server settings or additional server types, and then click Next.

6 – Click Internet E-mail, and then click Next.

7 – Enter the Internet E-mail Settings:

User Information:

  • Your Name: Your first and last name
  • E-mail Address: Your project email address

Server information:

  • Account Type: Select IMAP as the preferred Account Type

Note: IMAP is the preferred setting as this will keep email and folders synchronized automatically between your Outlook and Lasso email clients

  • Incoming mail server: Name of Incoming Lasso mail server to be used - mail.lassocrm.com
  • Outgoing mail server (SMTP): Name of Outgoing Lasso mail server to be used - mail.lassocrm.com

Logon Information:

  • User Name: Your Lasso user name
  • Password: Your Lasso password

Note: You may check the Remember password box to have Outlook remember your e-mail account password.

Warning: DO NOT check the Require logon using Secure Password Authentication SPA) check box.

8 – Click More Settings to open the Internet E-mail Settings dialog box to further modify your email account.

9 – Click on the Outgoing Server tab and check the box beside My outgoing server (SMTP) requires authentication.

10 – Select the option beside Use same settings as my incoming mail server.

11 – Click OK.

12 – Be sure that the box beside Test Account Settings by clicking Next button is checked. Then click Next. You can also click on Test Account Settings. This feature displays step-by-step each phase of testing the configuration you have just input. The following occurs during testing:

  • The connectivity of your system to the Internet is confirmed.
  • You are logged on to the SMTP server.
  • You are logged on to the IMAP or POP3 server.
  • It is determined if the POP3 server needs to be logged on to first. If necessary, Outlook automatically sets Log on to incoming mail server before sending mail.
  • A test message is sent. This message explains any changes that Outlook made to your initial setup.

13 – Click Close when the test is complete.

14 – Click Finish.

Microsoft Office Outlook 2007

1 – Start Outlook.

2 – On the Tools menu, click Account Settings.

3 – Click New.

4 – In the Add New E-mail Account dialog box, click Microsoft Exchange, POP3, IMAP, or HTTP, and then click Next.

5 – Enter the Account Setup information:

  • Your Name: Your first and last name
  • E-mail Address: Your project email address
  • Note: If you have multiple project email addresses, you will need to create an Account for each one.
  • Password: Your Lasso password

6 – Select Manually configure server settings or additional server types, and then click Next.

7 – Click Internet E-mail, and then click Next.

8 – Enter the Internet E-mail Settings:

User Information:

  • Your Name: Your first and last name
  • E-mail Address: Your project email address

Server Information:

  • Account Type: Select IMAP as the preferred Type

Note: IMAP is the preferred setting as this will keep email and folders synchronized automatically between your Outlook and Lasso email clients.

  • Incoming mail server: Name of Incoming Lasso mail server to be used - mail.lassocrm.com
  • Outgoing mail server (SMTP): Name of Outgoing Lasso mail server to be used - mail.lassocrm.com

Logon Information:

  • User Name: Your Lasso user name
  • Password: Your Lasso password

Note: You may check the Remember password box to have Outlook remember your e-mail account password.

Warning: DO NOT check the Require logon using Secure Password Authentication SPA) check box.

9 – Click More Settings to open the Internet E-mail Settings dialog box to further modify your email account.

10 – Select the Outgoing Server tab and check the box beside My outgoing server (SMTP) requires authentication.

11 – Select the option beside Use same settings as my incoming mail server. Click OK.

12 – Click Test Account Settings. This feature displays step-by-step each phase of testing the configuration you have just input. The following occurs when you click Test Account Settings:

  • The connectivity of your system to the Internet is confirmed.
  • You are logged on to the SMTP server.
  • You are logged on to the IMAP or POP3 server.
  • It is determined if the POP3 server needs to be logged on to first. If necessary, Outlook automatically sets Log on to incoming mail server before sending mail.
  • A test message is sent. This message explains any changes that Outlook made to your initial setup.

13 – Click Close when the test is complete.

14 – Click Next, and then click Finish.

Microsoft Office Outlook Express

1 – Start Outlook Express.

2 – On the Tools menu, click Accounts.

3 – To add a new account, choose the Mail then click Add and then click Mail.

4 – In the Your Name dialog box, type your name as you want it to appear to everyone who gets email from you, then click Next.

5 – In the Internet E-mail Address dialog box, enter your project email address.

6 – Click Next.

7 – On the E-mail Server Names page, enter the following information:

  • My incoming mail server is a IMAP server.
  • Incoming mail (POP3, IMAP, or HTTP) server - mail.lassocrm.com
  • Outgoing mail (SMTP) server - mail.lassocrm.com

8 – Click Next.

9 – On the Internet Mail Logon page, enter your Lasso user name and password. You can check the box for Remember password.

10 – Click Next and then click Finish.

11 – With the newly created account highlighted in the Internet Accounts dialog box, click Properties.

12 – Click the Servers tab.

13 – Check the box beside My server requires authentication. Click Apply, and then click Close.

Send Lasso Email From Outlook

To use your Lasso email account when sending a message in Outlook, simply select the account you wish to use when composing a new message.

1 Click on the From or Account drop-down menu to view a list of all email accounts set up in Outlook.

2 Select the Lasso email account you wish to use when sending your message. This will also be the same address the recipient will reply to.

3 Compose your message and click Send.

4 Log into the Lasso Sales Center and click where the email correspondence took place.

5 Search for the registrants that was the recipient of the email you sent from Outlook using your Lasso email account. You will see the Outgoing message logged to history as though you had sent it from within Lasso.