SuiteCRM dev to make inbound/outbound emails automatically attach to linked records

General information for the business: We are Software Consultants

Kind of development: Customization of existing program

Platform: SuiteCRM

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We want inbound/outgoing emails to be automatically filed to a Company or Contact based on the A1-A5 below.

A1a. An email is received by SuiteCRM into any mailbox (individual, shared, other)
A1b. An email is sent from SuiteCRM from any user (individual, shared, other)

A2. SuiteCRM takes the email address from the inbound/outbound email and...

A3a. SuiteCRM checks to see if there are any Contacts with that exact email address. If so then go to step 4, if not then continue...
A3b. SuiteCRM checks to see if there are any Companies with that exact email address. If so then go to step 4, if not continue...
A3c. SuiteCRM checks whether the email address contains an excluded domain (see Note 1 below) - If so, then can't match by domain so don't import/link and go to step 5, otherwise continue to next step...
A3d. Checks to see if there are any Companies with the same domain. If so then go to step 4, if not then go to step 5

A4. Import the inbound/outbound email and link to the matching Company or Contact record so that it appears in the History section of the respective record. End.

A5. Leave the email unlinked to any records because no match was found. Present a list of each user's unmatched emails to them and allow a way for certain users to see all unmatched emails as well with the correct permissions, for example a single screen listing all unmatched emails showing the Date, From, To, Subject and allowing filters on all fields.

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Unmatched emails

We'd like a module called "Unmatched Emails" which is automatically included in the All drop-down menu at the top of the SuiteCRM interface. This module shows a list of unmatched emails for that user and/or any shared mailboxes they have responsibility for in two separate lists (either in tabs or one above the other in collapsible lists)

The list will show Date Received, Sender, Subject

Hovering over an email provides a preview of the first 200 characters of the body of the email.

Clicking on one email just opens that email up so they can match it themselves, clicking checkboxes to the left of multiple emails allows them to mass update (i.e. assign to a record)

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Note 1: Obviously if there's no identical match we need to exclude certain domains such as gmail and btinternet that aren't linked to a specific organisation, so there has to be a user interface for adding these exceptions called "Email Domains to Exclude from Auto-Match". Examples of what will be in this list are gmail.com, googlemail.com, yahoo.com, btinternet.com, fastmail.com, icloud.com, mail.com, rackspace.com, zoho.com - items in this list will be ignored with domain-only matching.

Note 2: At any stage, in the case of multiple valid matches, the first by alphabet should be used.

Note 3: A Cron job should trigger this job to run every minute but left so we can adjust it to 2 or more minutes if desired.

Note 4: We will need an installable package for this module

Note 5: We want the full code to be sent to us, but if the developer does a good enough job we will ask them to implement this for other SuiteCRM instances.

Note 6: We will also need full instructions on how we can run the installer on other instances.


Please ask if anything is unclear!

Extra notes: We have some developers that we outsource work to but we're always looking for more, so if you impress us then you can look forward to a lot more good quality work!