Configuration for Moving/Copying Email Body Content
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Migrate email body content, including messages, images, and gifs on the email body – from the CRM system to SharePoint. This can help users save on storage space, and improve data management, accessibility, and overall efficiency.
The email content migration process ensures that all email content is accurately transferred while preserving essential information such as sender, recipient, date, and attachments.
Once the email content gets migrated to SharePoint it gets stored in an HTML hyperlink. Along with that, the source email body shows a single plain text format of the email content.
Note:
It is necessary to assign SharePoint Security Sync Administrator/SharePoint Security Sync User Security role to use real-time migration.
The email content migration can be successfully performed only when an email is sent or received in Real-Time and not when it is kept in draft.
In Entity Configuration, users need to choose between Yes/ No to ‘Allow Email Content Migration’ for every Connector.
In order to migrate Email Body Content to SharePoint, we need to create the Entity Configuration for the same.
Create + New Entity
While migrating the Email Body Content, the user should set "Allow email content migration" as Yes or No, while configuring every Connector.
Based on settings the Email Body Content would be migrated from Dynamics 365 CRM to SharePoint.
If an Account record is set as a Regarding for an Email record, then first create an entity configuration for the Account entity as shown in the below screenshot. Make sure to select either Copy or Move as an attachment action while configuring the entity record.
Once the Email is Sent or Received, the attachments will get migrated to SharePoint
Here’s Example 1:
The email draft for the Purchase Order No. 2106 does not have a Regarding set.
When this email is sent, the Email Body Content migrated to SharePoint or any other cloud storage can be accessed by a link displayed below. The Email Body Content will be shown as plain text, so that the users understand the subject matter.
However, this Email Body Content would not be uploaded within any account folder and can be directly accessed in an HTML format inside the SharePoint site.
Here is the email draft for Purchase Order No. 2424 has Regarding set.
When this email is sent, the Email Content migrated to SharePoint or any other cloud storage can be accessed by a link displayed below. The Email Content will be shown as plain text so that the users know the subject matter.
Nonetheless, this email content would be uploaded inside an account folder as per the regarding record folder, shown in the below screenshot:
Migrate Email Body content using Bulk Migration Job
If the user wants to migrate historical email content or migrate email content in bulk, use the Bulk Migration Job feature.
For Bulk Migration Jobs of Email Content, users simply need to choose For? as the Email Body Content
Note: Then Schedule the migration for the desired Connector, Schedule the Date, and run it for the number of days, weeks, months, and years, or add Custom Criteria.