Syncing specified folders
Feature Toggle
When the user navigates to Feature Toggles then a toggle called, 'Exchange Account Folder Sync' is now visible.
Note: It is not enabled by default.
It displays a standard Access Recruitment CRM info tip that when clicked, reads:.
If the feature toggle is Enabled, Exchange Account folders must be configured for emails to be synchronised.
Feature toggle enabled
When the 'Exchange Account Folder Sync' feature toggle is enabled and the user navigates to My Actions ; Exchange Accounts:
A tab called Folders is now visible:
It contains a Sublist called, Email Folders (<Count of total folders added> Record) under that tab.
This sublist has a + button, refresh button and a cogwheel button.
The following columns appear by default in the sublist when restore defaults is clicked:
Email Folder.
This will display the full path of the selected folder. For e.g. Inbox \ Applicants.
Notebook Folder.
This will display the selected notebook folder from Email folder settings window.
Notebook Type.
This will display the selected notebook Type from Email folder settings window.
Link To.
Displays Link To type such as Applicant / Client / Contact / Contract Job / Permanent Job.
Link To Record.
Displays the record file as or job title.
The following columns are not selected by default in the sublist when restore defaults is clicked:
Created Date.
Updated Date.
Created User.
Updated User.
There is a ✚ button on the sublist that when clicked opens up the Select Email Folder window.
Select Email Folder window
This window is a tree view of email folders under the exchange account.
Only 1 folder can be selected.
It has a Select button.
If the folder is already selected for syncing and I select the same folder again and click 'Select' button, a message appears that reads, '<Selected Email Folder> folder is already selected. Please select a different folder to be synced.' with 'Ok' button that when clicked closes the message box.
On selecting a new folder to be synced and clicking 'Select' button, the current window closes and opens up the 'Email Folder Settings window'.
Email folder settings window
When the user has selected an Email folder by any of the route below:
clicking the ✚ button on Email Folders sublist and selecting a folder and Saving.
clicking the pencil icon on an existing email folder row.
Then
The 'Email Folder Settings' window is opened:
It has a Save button
This window has 3 dropdowns and 1 picklist as below in which values are blank by default:
Notebook Folder: Dropdown opens up the list of notebook folders which allows to pick up a notebook folder set from under Options ; Manager ; Documents ; Notebook Folder Maintenance
Ensure you choose one of the displayed names.Notebook Type: Dropdown opens up the list of Notebook Types which allows to pick up a notebook type set from Options ; Manager ; Documents ; Notebook types and templates
Ensure you choose one of the displayed names.Link To (standard lookup field with a magnifying / trash can icon): Magnifying glass when clicked opens up a picklist of record types with the following options:
Applicant.
Client.
Contact.
Contract Job.
Permanent Job.
Once any of the above option is selected, it opens up the relevant picklist to allow record to be selected.
Once the record has been selected, it is displayed in the 'Link To' field in the format as below. For example:
If selected record type is Client display : Client - <Client File As>.
If selected record type is Applicant display : Applicant - <Applicant File As>.
If selected record type is Contact display : Contact - <Contact File As>.
If selected record type is Contract Job display : Contract Job - <Job Title>.
If selected record type is Permanent Job display : Permanent Job - <Job Title>.
The Link To filed will now display a trash icon which when clicked removes the added Link To value and replaces the trash icon with magnifying icon.
On clicking Save, the window closes, and the user is navigated back to the 'Folders' tab in Exchange Account form.
The selected Email folder appears in the 'Email Folder' sublist and the data in the columns is populated based on the selection made in the 'Email folder settings' window.
De Sync a folder
When the user has selected an Email folder to be sync and clicked the Folders tab:
In the Email Folders sublist when the user clicks the 3 dot button.
an option called 'Delete' is visible, which when clicked displays a message that reads, 'Deleting this folder will stop it from synchronising. Are you sure you want to continue?' with Yes and No buttons:
Clicking on Yes will de sync and remove the folder from the sublist.
Clicking on No will close the message box.