Post Office: Create or update CRM records and add emails via BCC or forward to Vtiger

[ashammi228]

You get an email from a frustrated customer. It's their lunch hour, so understandably they're a bit hangry and want a quick response. Your customer service team is the best group to respond to, but to get them to work on this customer issue, you need to create a service ticket, attach it to the customer's record, and then attach the email to the ticket so your customer service team can see it. Sounds like a lot of work, right? With Vtiger Post Office, it's done in half a second - just send an email to your Vtiger Post Office address and you're good to go.

Forwarding is Vtiger's email processing tool - a digital ode to taiwan whatsapp number the physical post offices that organize mail in organizations large and small. It ensures that every incoming email ends up exactly where it should, in Vtiger. Whether the email calls for creating or updating a lead, contact, application, or other record; or for the email to be attached to an existing record, it's done instantly with a simple forward to Mailroom.

BCC / Forward, to create records and update record fields

BCC or Forward email to Mailroom

BCC your email address when sending an email to attach it to your Vtiger post


Hubspot’s State of Inbound: Sales Edition 2014-2015 report notes that over 20% of sales professionals find manual data entry to be the most tedious part of using a CRM system. It doesn’t help that manually creating records and updating fields prevents sales reps from doing what they do best: selling. Vtiger Mailroom takes the tedious work out of managing CRM data. To create an opportunity or update a contact record, reps simply forward the contact’s email correspondence to their assigned Vtiger Mailroom address. Mailroom then automatically creates the appropriate records and updates the record fields so your reps can get back to selling.
BCC/Forward to attach emails to specific posts

email archived

Attached messages automatically appear in the email tab of the related post.

Companies often set up a single customer service email address as a common starting point for customer service inquiries. By setting up this mailbox to automatically forward emails to the mail room, service teams can ensure that a ticket and case are created for each email with the relevant email attached. However, what happens to the email history if a representative working on a case later receives a one-off email related to an open ticket? By simply forwarding that email to the ticket's mail room address, the mail room knows to attach it to that ticket. This means that customer service representatives can more confidently rely on the Vtiger ticket to retrieve all available information, resulting in less task switching and faster, more confident customer service.
Integrate with workflows for complete business automation

Where the mailroom automation work ends, Vtiger workflows can take over – automating things like notifying support staff about a new support request so they can get to work fixing issues right away, or creating a follow-up task for a sales rep so new leads never slip through the cracks. Together, the mailroom and workflows automate entire business processes, allowing customer-facing teams to spend more time running the business, rather than just managing it.

To learn how to set up your mail room, read our documentation or write to us at