SugarCRM email settings: -

This came as the next challenge to me when I was asked to discuss the possibilities for setting up the email account(s) within the CRM application. The GUI is quite useful but is not very clever. I figured out that we can have pop3 and imap connections for incoming mail and also there was a smtp possibility for outgoing mails (port 25 for outgoing and 110 for inbound). Another issue was to decide the way management team wanted to have the email set-up:-

1. Either through individual set-ups where emails are dealt separately on a per user basis OR

2. Setting up a centralised imap account where users share a common email at receiving end.

The later one sounded more efficient and was easy to maintain by. Here are the steps I had to plan to set it up:-

1. Create an imap user account called XYZ, set a password.

2. Create a new domain (say abc) on existing domain (domainname) call - abc.domainname.com

3. Assign an email address like crm@abc.domainname.com and direct it to XYZ@imap.domainname.com

4. Now set-up the email setting under crm application. In from add enter - yourname@domainname.com

5. Enter the XYZ account name you created in first step as Username and then the password.

6. Use POP3 at server port 110.

7. Set smtp.domainname.com at port 25 in outgoing mail server. and SAVE.

8. In individual account set the primary address as yourname@domainname.com and crm@abc.domainname.com as the reply-to address (to enable the centralized inbox for all technicians team).

9. Relax and grab a cuppa coffee.

Don't forget 'the' step 9, the most important. Now next option I am currently working on is to synchronise meetingmaker calender with CRM (I assume it is just exporting and importing of the .csv files - fingers crossed). ;-)

SugarCRM further development

Last week the application (open source community edition) got set up on the vmware box successfully. SugarCRM Community edition has been set up as a virtual Windows 2003 server with a MySQL database and it is being backed up on a daily basis atm. I made the decision to start with the free Community version for the initial configuration. It seems to be a relatively straightforward procedure to transfer the data to the commercial Express or Professional products at a later date if extended functionality/support is required. The commercial team needed an on-site support (for further maintenance) and the IT Infrastructure Manager recommended my name for it. I am excited that I'll be the principal support person for CRM on site and to that effect; will be controlling it solely. I prefer working in stress as pressure brings the best out of me (i know i know not a very good quality...he he), specially when I am alone (however it doesn't mean I am not an effective team player).

CRM Documentation side: - It's trivial to attach documents and associate them with 'opportunities'. The system has an effective document management system as well that would allow us to always send the correct version of the forms. In theory we can set up work flows in the CRM, but I have yet to try it out, so I'm not sure how easy it is to do in practice. In many of the situations there are duplicate existing record that would ease work flows.

Another requirement popped up in the last meeting, was setting up the email (from our smtp side). We do have a SMTP server for sending emails along with an IMAP server for receiving emails. Where I could really do with some help with the CRM is getting the email joined up. I am currently looking after it and it doesn't seem too difficult. I need to set a clear upgrade path.