Create Applicants and Applications automatically from received email

Objective

This page shows you how you can configure your Dynamics 365 to automatically create applicant- and application records out of e-mails received by a specified e-mail address.

Process

System Admin
Create a queue
System Admin
Configure the mailbox
System Admin
Confirm records and enable mailboxes
System Admin
Create distribution process

Prerequisites

Click Through

  • Create a queue:
    • Start in your Dynamics 365-Environment
    • Open the Advanced Settings via the gear in the upper right corner
    • Click on Queues
    • Create an new queue by clicking NEW in the upper left corner
    • Enter a descriptive name and your generic email address
    • Leave the Type set to Public
    • Save and close
  • Configure the Mailbox:
    • Start in your Dynamics 365-Environment
    • Open the Advanced Settings via the gear in the upper right corner
    • Click on the arrow next to "Settings"
    • Navigate to mailboxes in the e-mail configuration area
    • Switch the view from "My active mailboxes" to "Active Queue Mailboxes" and open the previously created queue
    • Set the synchronization method to "Server-side Synchronization or Email Router"
    • Save and close
  • Select the record for your application inbox
  • Click Approve Email and confirm by clicking OK
  • Select the record again and click Test & Enable Mailboxes
  • A dialog opens: Make sure that the last option ("If this mailbox was previously configured to sync with another organization, checking this option will switch it to sync with this organisation.") is activated and confirm with OK
  • Create distribution process:
    • Start in your Dynamics 365-Environment
    • Go to Advanced Settings - Customization - Solutions
    • Open your Customizing Solution under Solutions with a double-click
    • Click on Process and select New
    • Enter the Details:
      • Process name: Routing incoming emails
      • Category: Workflow
      • Entity: E-Mail
    • Click OK
    • Open the workflow you just created and set the Scope to Organization
    • Click on Add step and select Check Condition
    • Click on "Click to configure" and enter the following parameter:
      • Email - To - Equals
      • Select
    • The last field is a look up field. Enter "Look for Queue" and select the queue you created before.
    • Click add
    • Select the row below the condition, click Add step and select Start Child Workflow
    • Select the entity Email and finally the existing Workflow Create Application from Email - HR-Management [Multilingual] - Hubdrive
    • In the menu bar, click on Activate and then on Publish all Customizations
  • The process is now finished
HR