FranConnect enables users to upload emails from their email inbox to our system without downloading any unnecessary plugin or software. You can now also control who is able to view an uploaded email by setting its accessibility to Private to me, Public to all Users, or Role Based during and after the upload.In this article, we will walk you through how to configure and use the email integration along with accessibility in the FranConnect system
Topics
- Enabling Permissions in Microsoft Azure
- Setting Up Email Integration
- About Email Accessibility
- Using the Email Integration
- Uploading an Email to Multiple Records
- Managing Email Accessibility After Upload
Enabling Permissions in Microsoft Azure
Before you configure the Office 365 email integration in FranConnect, a Microsoft 365 (Azure) administrator must enable the required Microsoft Graph permissions on the FranConnect application and grant admin consent for your organization. This one-time step lets every user connect their mailbox and authorizes FranConnect to read emails for upload, without prompting each user separately.
Note: You need administrator access to Microsoft Entra ID (Azure Active Directory) to complete this section. If you are not an administrator, share this section with your IT / Microsoft 365 admin.
Required Permissions
FranConnect requires the following Microsoft Graph delegated permissions:
| Permission (display name) | Claim value | What it allows |
|---|---|---|
| Read user mail | Mail.Read | Allows the app to read the signed-in user’s mailbox so emails can be uploaded to FranConnect records. |
| Maintain access to data you have given it access to | offline_access | Allows the app to refresh access tokens and keep the mailbox connection active without repeated sign-ins. |
| Sign in and read user profile | User.Read | Allows the app to sign the user in and read their basic profile. |
Steps to Enable and Grant the Permissions
1. Sign in to the Microsoft Entra admin center or Azure portal using a Microsoft 365 administrator account.
2. Go to App registrations and open the All applications tab.
3. In the search box, type Prod and select the FranConnect application (for example, Prod App) from the results.
4. In the left-hand menu, under Manage, select API permissions.
5. Review the Microsoft Graph permissions listed. Confirm that Mail.Read, offline_access, and User.Read appear. To add a missing permission, click Add a permission > Microsoft Graph > Delegated permissions, search for it, select it, and click Add permissions.
6. Click Grant admin consent for <your organization> at the top of the API permissions page.
7. Confirm that each permission now shows a status of Granted for <your organization> in the Status column.
Note: Granting admin consent applies these permissions organization-wide, so individual users are not prompted to consent when they connect their mailbox. Once done, continue with the Setting Up Email Integration steps below.
Setting Up Email Integration
To begin setting up Office 365 integration, first log into your FranConnect account. Then click your name in the top-right corner of the page, and select Options from the drop-down menu.
Click the Integrator tab and then select the EMAIL INTEGRATIONS tab. Click Configure on the "EMAIL UPLOAD" box.
On the following page, click Connect in the box corresponding to Office 365.
From the next page, click CONTINUE after reading the terms of service on the page.
Select the account you wish to integrate from the following screen.
On the following screen, enter your password.
Note: You may be asked to verify your identity. If so, proceed through the menu as prompted.
Select the permissions you wish to grant Office 365 on the next screen.
Click Continue once you have confirmed that the permissions granted to Office 365 are correct. If everything has worked properly, you will see the following screen.
Click OK and you will see a pop-up window directing you to select the folders to be synced. Choose all Inbox and Sent folders that apply from their respective drop-down menus.
Click SAVE once you have confirmed that the folders you have selected are correct. Finally, click DONE on the following page to save the configuration.
If everything worked correctly, you will see the following popup:
About Email Accessibility
Email accessibility controls who can view an email once it is added to a record. You set the accessibility while uploading an email, and you can change it afterwards. The following options are available:
- Private to me – The email is visible only to you, the uploading user.
- Public to All Users – The email is visible to every user who has access to the record. This is the default option.
- Role Based – Restricts visibility to specific user roles. When you select this option, a required Role Based field appears with a searchable list of roles grouped by role type (for example, Corporate Role); select one or more roles using the checkboxes.
Note: Public to All Users is applied by default if you do not select an accessibility option.
Accessibility is supported for Leads (Sales) and for Locations, Owners, and Entities (Info Manager). It is not available for Broker records (Sales), Regional records (Info Manager), or CRM for these, visibility defaults to Public to All Users
Note: Corporate Administrators and the uploader can view all uploaded emails. Other users can access emails based on their permissions.
Using the Email Integration
Now we are ready to upload emails from the configured email account to Leads, Brokers, Franchisees (units, entities, multi-unit, etc.), Regional, and Contacts. In order to upload the emails from your email account, you will need to navigate to a record. Following are some examples:
- Sales > Leads
- Sales > Brokers
- Info Manager > In Development
- Info Manager > Franchisees
- Info Manager > Terminated
- Info Manager > Corporate Locations
- Info Manager > Regional
- Info Manager > Entity
- Info Manager > Multi-Unit
- CRM > Leads
- CRM > Contacts
Note: We will go through the Sales > Leads example in this article, but each workflow should contain roughly equivalent steps.
To begin uploading emails to a lead record, first click Sales on the left-hand sidebar, and then select Lead Management from the drop-down menu.
Click the name of the lead profile on which you wish to upload emails. Then click on activity history tab and you will find the "MESSAGE HISTORY" section. Click Email Upload.
On the following screen, choose all the emails you wish to upload to the lead profile. You can upload up to 20 emails at a time.
In the same upload drawer, set the Accessibility for the selected email(s) before uploading, choose Private to me, Public to All Users (the default), or Role Based. If you choose Role Based, a required role selector appears where you can search and select one or more roles.
Note: Corporate Administrators and the uploader can view all uploaded emails. Other users can access emails based on their permissions.
Click UPLOAD, you have confirmed that the emails you have selected are correct. If the emails have been successfully uploaded, you will see the following screen.
Navigate back to the "Message History" section of the lead profile and you will see that the emails have been successfully uploaded.
If you ever want to delete emails from the "Message History" section, click the gear icon next to the email and click the Delete button.
Note: Manage the accessibility details described in the last section.
Next, we will look at how to upload emails to multiple records at the same time.
Uploading an Email to Multiple Records
To begin, log into your FranConnect environment. Click your username at the top-right corner of the page and select Options from the drop-down menu.
On the following page, click the Integrator tab. Then click the EMAIL INTEGRATIONS tab on the ensuing page followed by the EMAIL UPLOAD button.
On the next page, select the emails which you wish to upload. Click SEARCH & UPLOAD at the bottom-right portion of the page.
The search will return results on the basis of email ID(s) in the selected email(s). If you wish to find other records to which you want to upload the emails, you can use the search bar above the initial results.
Note: The email ID will differ based on the specific records that are considered. Some examples are:
Sales > Lead: Name of the lead and the email ID of the "Contact Information" section
Sales > Brokers: Name of the broker and the email ID of the "Contact Information" section
Info Manager > Location > Center Info: Name of the franchise and the email ID of the "Center Contact Details" section
Info Manager > Entity > Entity Details: Name of the entity and the email ID mentioned under the "Entity Details" section
Info Manager > Regional > Area Info: Name of the area/region and the email ID mentioned under the "Area/Region Details" section
Info Manager > Multi-Unit > People Info: Name of the multi-unit and the email ID mentioned under the "Owner Details" section
CRM Lead: Name of the lead and the email ID mentioned under the "Address Information" section
CRM Contact: Name of the contact and the email ID mentioned under the "Contact Information" section
The Search & Upload drawer also includes a Module selection and an Accessibility dropdown. Set the accessibility for the email(s) being uploaded Private to me, Public to All Users (the default), or Role Based (choose one or more roles from the searchable list). See the About Email Accessibility section for what each option means.
Note: Public to All Users is applied by default if you do not select an accessibility option.
Accessibility is supported for Leads (Sales) and for Locations, Owners, and Entities (Info Manager). It is not available for Broker records (Sales), Regional records (Info Manager), or CRM, for these, visibility defaults to Public to All Users
Once you have confirmed that the selections made are correct, click UPLOAD to finish importing your emails to the records you selected. The upload will run passively in the background so you can complete other tasks meantime.
Managing Email Accessibility After Upload
You can also change the accessibility of an email after it has been uploaded through Email Upload. This can be done for a single email or for several emails at once.
Single email
- Navigate to the Sales module and open Activity History (or the Info Manager module and open Contact History), then switch to the Message History tab.
- Each uploaded email displays a three-dot (⋮) menu. Click the three dots for the email, then select Manage Accessibility.
- In the side drawer, select the required option (Private to me, Public to all users, or Role Based). If you choose Role Based, search and multi-select the relevant roles.
- Click Save. An accessibility icon then appears against the email to indicate the visibility applied.
Multiple emails
- Hover over the email messages in the Message History list and select multiple emails using the selection checkboxes.
- A Manage Accessibility option appears in the top action bar. Click it to open the side drawer.
- Select the required accessibility option (and roles, if Role Based), then click Save to apply the setting to all selected emails.
Conclusion
Having read this article, you should be able to configure email integration in the FranConnect system and upload emails to various profiles.