For the email to be imported, the application must be able to identify what assignment the email belongs to and this is accomplished via the Tag. An incorrectly configured tag will result in any communication created from the email template not being integrated correctly. The tag must contain specific fields and be in a specific format.
Tag Fields
The tag must contain one of the following fields or field combinations
Relocation System Number
Assignee’s First and Last Name
Both Assignee’s First and Last Name and the Relocation System Number
Tag Format
The tag must:
Begin with ee_ (lower or upper case is ok)
End with _ee (lower or upper case is ok)
There are a number of ways to configure an email integration tag. When using tag fields, it is necessary to use &EQ_ merge tags to pull through the required information. Merge tags operate in the same way as they do in email templates where the merge tags have to be aligned to the column captions in the merge source.
When Assignee’s First and Last Name is being used must contain only one space
i.e. ee_&EQ_FIRST_NAME &EQ_LAST_NAME_ee
When Relocation System Number is being used must contain no spaces
i.e. ee_&EQ_SYSTEM_NUMBER_ee (where &EQ_SYSTEM_NUMBER is the Relocation System Number)
TIP: When first or last name has spaces in it use the Relocation System Number as your tag.
When both are being used must contain only two spaces and must be in the order of first name, last name, system number each separated by one space
i.e. ee_&EQ_FIRST_NAME &EQ_LAST_NAME &EQ_SYSTEM_NUMBER_ee
Tag Validation Rules
An email sent without a tag will not be uploaded and the mailbox which sent the email will receive an email indicating “Your Email could not be imported due to the following reason: The email cannot be imported because no assignees have been specified in your email.”
An email sent with a tag with no spaces will be treated as a Relocation System Number and the application will look for an assignment that matches the data provided.
Validation Result
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Action
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No match for the relocation system number
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The email will not upload and the mailbox which sent the email will receive an email indicating “Your Email could not be imported due to the following reason: Unable to Import Email: There is no Assignment in the system for assignment number: ######”
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There is a match for the relocation system number
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The email will upload
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An email sent with a tag with one space will be treated as the First and Last Name and the application will look for assignment that matches the data provided.
Validation Result
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Action
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No match for the first and last name provided
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The email will not upload and the mailbox which sent the email will receive an email indicating “Your Email could not be imported due to the following reason: Unable to Import Email: Employee First Last does not have an assignment.”
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There is a match for the first and last name provided; however, there are no assignment records for that employee
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The email will not upload and the mailbox which sent the email will receive an email indicating “Your Email could not be imported due to the following reason: Unable to Import Email: Employee First Last does not have an assignment.”
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There is a match for the first and last name and there is only one assignment which is inactive
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The email will not upload and the mailbox which sent the email will receive an email indicating “Your Email could not be imported due to the following reason: Unable to Import Email: No active assignment found for First Last.”
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There is a match for the first and last name with multiple assignments but only one active assignment
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The email will upload to the active assignment
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There is a match for the first and last name with multiple assignments with multiple active assignments
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The email will not upload and the mailbox which sent the email will receive an email indicating “Your Email could not be imported due to the following reason: Unable to Import Email: Employee First Last has more than 1 active assignment.”
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An email sent with a tag with two spaces will be treated as the First and Last Name and a Relocation System Number and the application will look for an assignment that matches the data provided.
Validation Result
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Action
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No match for the first and last name provided and no match for the relocation system number
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The email will not upload and the mailbox which sent the email will receive an email indicating “Your Email could not be imported due to the following reason: Unable to Import Email: Employee First Last does not have an assignment., There is no Assignment in the system for assignment number: ######”
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No match for the first and last name provided and the relocation system number does match and assignment is inactive
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The email will upload to the assignment identified by the relocation system number
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No match for the first and last name provided and the relocation system number does match and assignment is inactive
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The email will upload to the assignment identified by the relocation system number
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There is a match for the first and last name with multiple assignments but only one active assignment
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The email will upload to the active assignment without validating the Relocation System Number
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There is a match for the first and last name provided; however, there are no assignment records for that employee
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The email will not upload and the mailbox which sent the email will receive an email indicating “Your Email could not be imported due to the following reason: Unable to Import Email: Employee First Last does not have an assignment.”
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There is a match for the first and last name and there is only one assignment which is inactive
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The email will not upload and the mailbox which sent the email will receive an email indicating “Your Email could not be imported due to the following reason: Unable to Import Email: No active assignment found for First Last.”
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There is a match for the first and last name with multiple assignments with multiple active assignments and relocation system number matches
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The email will upload to the assignment identified by the relocation system number
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There is a match for the first and last name with multiple assignments with multiple active assignments and relocation system number does not match
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The email will not upload and the mailbox which sent the email will receive an email indicating “Your Email could not be imported due to the following reason: Unable to Import Email: Employee First Last has more than 1 active assignment., There is no Assignment in the system for assignment number: ######”
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Other Potential Error Messages
An email sent with a tag with more than two spaces
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The email will not upload and the mailbox which sent the email will receive an email indicating “Your Email could not be imported due to the following reason: Unable to find assignments for key: XXXX XXX XXXXX XXXXX. For searches of first and last name, your search must contain one space. For searches of employee name and assignment system number, your search must contain 2 spaces. For searches on only assignment system number, your search should have no spaces. This particular key had 3 spaces in it and is not supported.
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An email sent with more than one tag which are different.
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Your Email could not be imported due to the following reason: The email cannot be imported because multiple assignee names have been found in your email: First1 Last1, First2 Last2. Please specify only one assignee.
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Where Should the Email Integration Tag be Placed
The tag can be placed in the subject line and/or in the body of the email then forward the email to the designated mailbox. If the tag is placed in subject line and in the body of the email the tags must be the same. In addition, tags can be placed in merged documents or emails created by and sent from the application so that when a response is received the tag will already be present in the email. The recipient would only need to forward the email without having to identify what the tag should be and then adding it prior to forwarding.
Where is the Email Uploaded
The upload email will appear on the Assignment/Relocation tab, on the Notes/Communication screen under the General menu.
The user cannot designate a screen for the email to appear on the email will only be visible on the screen indicated above.