The process is very easy, once you configure the contact form to be compatible with the email integration, you will import leads in no time with the fields filled in contact form automatically added for the imported lead.

We recommend you first to read this whole setup article to get the idea how the contact form fields will be mapped and how the leads will be imported in Adlis ERP-CRM Dev. to get familiar with the steps you need to perform in order to make this config working, then you can move on to configure the full setup.

For the simplicity of this example and setup, we will use a minimal example for Contact Form config with fields Name, Email, Message (see below for more detailed example).

Install Contact Form 7

If you already have Contact Form 7 installed and you are familiar with Contact Corm 7 you can skip this step.

If you haven’t already installed Contact Form 7, you must install the plugin from your WordPress dashboard area, from the left menu navigate to Plugins->Add New and search for Contact Form 7, after you find the Contact Form 7 plugin click on Install and after installation click on Activate.

We assume that you are already familiar how Contact Form 7 works and how you can embed the form into custom page eq. Contact Us, in case you are not, you can read more by clicking here.

Configure Contact Form 7

In this example, we will use the basic Contact Form 7 config which comes with the form after installation.

After you install and activate the plugin from the WordPress admin menu click on Contact->Contact Forms

Chose the form you want to configure and click on the name.

Click on the Mail tab in the contact form to configure the contact form email to be compatible with Adlis ERP-CRM Dev..

Additional Headers

Add your Adlis ERP-CRM Dev. integration email configured in Setup->Leads->Email Integration.

In new line add eq. Bcc: yourleadsintegrationemail@example.com

Make sure that the Reply-To header is set as shown in the image.

This is the important part, in this case when a user fills out the form, the contact form plugin will add BCC your leads email integration email and the Adlis ERP-CRM Dev. CRON job will be able to catch this email and import the lead with the provided fields.

Message Body

The point here is to wrap all form values and include in the email message/body with:

<div id="field_LEAD_FIELD">[your-CONTACT-FORM-FIELD]</div>

After the email is sent this field will be populated with the actual field value and will become eq.

<div id="field_LEAD_FIELD">John Doe</div>

You will need to replace LEAD_FIELD with the actual lead field.

Use HTML content type

In Contact Form 7 mail tab check Use HTML Content Type, in this case, the email will be HTML.

Available lead fields

field_name
field_title
field_email
field_website
field_phonenumber
field_company
field_description
field_address
field_city
field_state
field_country
field_zip
field_lead_value (v2.5.0)

Country Field

If you are passing a country field, keep in mind that the country must be ID from Adlis ERP-CRM Dev. database table for countries (tblcountries) or the name Eq. United States (without typos) because Adlis ERP-CRM Dev. script will compare the country name passed in the message body and find suitable country id from Adlis ERP-CRM Dev. countries table.

Eq user writes United States, this will work fine, but if a user writes a country name that does not exist in countries table or makes a typo eq. Untited States, Adlis ERP-CRM Dev. won’t be able to identify the ID of the country from countries table.

Custom Fields

In case you want to integrate a custom field for a lead, you can use custom_field_ID, Replace the ID with the actual custom field ID which can be found in Setup->Custom Fields.

If you use a custom field the email message markup should look like this:

<div id="custom_field_ID">[your-CONTACT-FORM-FIELD]</div>

Eq. example for a custom field of type Select in Adlis ERP-CRM Dev. – Click here to see the options config.

Eq. example for a custom field of type Select in Contact Form 7 – Click here to see options config.

Attachments

In the Mail Tab in Contact Form 7 simply add the field tag in the File Attachments Area.

Keep in mind that only attachment extensions allowed in Setup->Settings->General (Adlis ERP-CRM Dev. installation) will be added while importing the lead.

Full example with more fields

Let’s say our Contact Form 7 have fields:

• Subject
• Name
• Email
• Website
• Phone number
• Company
• Message

Contact Form Fields

Our contact form fields config should look like this (you can format it however you like):

<label> Subject
    [text* your-subject] </label>

<label> Your Name (required)
    [text* your-name] </label>

<label> Your Email (required)
    [email* your-email] </label>

<label> Website
    [text your-website] </label>

<label> Phone Number
    [text your-phonenumber] </label>

<label> Company
    [text your-company] </label>

<label> Your Message
    [textarea your-message] </label>

[submit "Send"]

Mail Tab Config

Click on the mail tab to configure the email body content.

You can get the available shortcodes of the field values at the top of the Mail Tab Config where it says “In the following fields, you can use these mail-tags”

The email body content should look like this:

From: [your-name] <[your-email]>
Subject: [your-subject]

Name:
<div id="field_name">[your-name]</div>

Email:
<div id="field_email">[your-email]</div>

Website:
<div id="field_website">[your-website]</div>

Phone Number:
<div id="field_phonenumber">[your-phonenumber]</div>

Company:
<div id="field_company">[your-company]</div>

Message Body:
<div id="field_description">[your-message]</div>

-- 
This e-mail was sent from a contact form on Adlis ERP-CRM Dev. (https://help.perfexcrm.com)

You can see how all field values are wrapped within div with id=”field_LEAD_FIELD”, the LEAD_FIELD is actually from the available lead fields

In this example the message that the user will write in the contact form we are populating the lead description text area, which is suitable for this case.

Keep in mind that the subject won’t be added to the leads section of Adlis ERP-CRM Dev. because the subject is not suitable for any field that belongs to lead, you can either create a custom field or you will be able to view the subject by clicking on the Email Activity tab in the lead modal, click here to check how this will look.

Now when a user fills Contact Form 7 the plugin will add your email integration email as BCC header and this email will be sent too to the email integration email.

The Adlis ERP-CRM Dev. cron job will read this email and map all fields provided within the email message and import the lead in Adlis ERP-CRM Dev. leads section.

You can include the proposal link inside the email template and let your customer view it without login. This is also useful for leads.

After you send the proposal a lead/customer can open it an make action ex/ accept, decline, make comments. The creator of the proposal and the assigned sale agent will get notification in the CRM and email that customer commented or accept/decline the proposal

Eq. You are using 4 forms on  different websites, you set in your cPanel forwarders when you receive an email from any of these forms to forward to the leads email which you have set up in Setup -> Leads -> Email Integration

This feature is very sensitive so make sure you read the explanation carefully.

By default, this feature will be inactive. When you configure the email integration you can set to active so the cron can process emails if any found.

1. IMAP Server – Your leads email IMAP Server.
2. Email address (Login)
3. Password
4. Encryption (SSL/TLS/No Encryption)
5. Delete email after import – If you check this option the mail will be deleted after a successful import.
6. Auto mark as public – Auto mark this lead as public, public leads are visible to all staff members.
7. Folder – Default is INBOX – If you are using Gmail you cant change to ex. Social, forums, update leave it to INBOX
8. Check Every (minutes) – The cron will check for new emails every X minutes you set up here. Its recommended this field to be bigger than 10 minutes. Don’t hard change in the database.
9. Only check none opened emails – By default the cron will check only none opened emails. After checking the email will set this email as opened so the next time won’t be checked. This is used to prevent checking all the emails again and again in each cron run. Example if you have 40000 emails there the CRON will be very slow and you won’t be satisfied with the results. In this case, if this field is checked everything will work fine.
10. Default Source – After lead importing add source. Ex. Email Integration
11. Default Status – The default status to be assigned after import
12. Responsible for the new lead – auto assigns responsibility for this lead.
    
13. Notify when lead imported – Do you want to be notified when new lead is imported from the email integration
14. Notify if lead sends email multiple times – This is used when a lead send email multiple times. Ex. the lead sends an email and is imported after that send another email but the lead already exists in the database so when viewing this lead on the right side you can view all emails from this lead send. If this option is checked and lead sends multiple emails you will be notified.

Notification – Staff Members with a role or Specific Staff Members – If you don’t select any staff or roles no one will be notified no matter if the notification fields above is checked.

Admins won’t be notified when a lead is imported from email if they are not checked.

After you set up, all the fields SAVE the email configuration and test the connection clicking on the TEST IMAP CONNECTION button on the right side

Authentication failures

If your authentication is failing, there are several likely causes:

• You have the wrong username or password
• Your connection is being diverted to a different server (as above)
• You have specified authentication without encryption

Common issues with Gmail or G Suite – Invalid username or password

Invalid username or password when use Gmail or G-Suite can be a common error if you haven’t turned Less Secure Apps to ON, however, it’s recommended first to check if your password is correct.

G-Suite

1. Sign in to the Google Admin console.
2. Click Security > Basic settings.
3. Under Less secure apps, select Go to settings for less secure apps.
4. In the subwindow, select the Allow users to manage their access to less secure apps radio button.
5. In case you are not receiving the emails and your SMTP configuration test email is showing that the configuration is working properly, take a look at the following articles:
   1. https://productforums.google.com/forum/#!topic/Apps/M7TiKQAWhq4
   2. https://support.google.com/a/answer/55299?hl=en

Gmail Regular Account

1. Log in to your user account.
2. Visit: https://www.google.com/settings/security/lesssecureapps
3. Toggle on.

2 Factor Authentication Enabled

If you are have enabled 2-factor authentication on your Google Account, you MUST generate an application password and add the password in the password field.

Click here to read how to generate App Password.

Notes

• After the lead is imported the email will be set to open.
• This feature does not auto-populate the leads fields, only the email and the name will be auto-populated. If the sender has setup NAME in the email client will be auto-populated in the lead name field otherwise the email will be taken as a name because the email clients add the email as a name if no name is specified. If you want additional fields to be populated you need to format your email HTML as explain here
• Set lead to junk if the imported lead is not accurate for you to prevent double importing. If you delete the lead and this lead send an email again will be imported again. Better to set it to junk.
• If you have unchecked Only check none opened emails – all emails will be checked again and again meanwhile only will be checked non opened emails.
• If the email integration feature is set to active and the CRON cant connect to the IMAP server activity will be logged. To check the activity go to Utilities -> Activity Log and find [CRON] Failed to connect to IMAP lead email integration
• If the lead exists in the Adlis ERP-CRM Dev. after checking the email and this lead is with status junk the email won’t be saved into the database and no notifications will be received.
• If the lead is already manually added into Adlis ERP-CRM Dev. you will receive notification that this lead sends an email and the email subject and body will be logged into the lead profile.

• If any attachments found in the email will be auto imported for this lead.

Importing emails from existing email address

If you dont want to use brand new email address for this feature you have to configure the leads email integration in different way.

1. Uncheck the field Only check non opened emails
2. Navigate to Setup->Email Templates and disable the email template (New Lead Assigned to Staff Member) to send notification when lead is assigned.
3. If you have ex 1000 emails uncheck all notifications settings to prevent receiving 1000 notifications in the CRM.
4. Let the cron run 1 time and check all the emails. After all leads from your email is imported revert to back to the old settings mentioned above.

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