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Preview feature: Auto capture

We're introducing a feature called auto capture, which enables Dynamics 365 to access your email in Microsoft Exchange to find and display messages that are related to your work in Dynamics 365. This makes it easy to see your relevant email messages together with all of the other activities that are related to a given record in Dynamics 365. Each message remains private and visible only to you unless you choose to convert it to a tracked email, which you can do with just one click to make that email visible to the rest of your team in Dynamics 365.

Auto capture is provided as a preview feature in the December 2016 update for Microsoft Dynamics 365 (online) and is only available in North American sites that use US English (en-us). Additional restrictions apply depending on which versions of Dynamics 365 and Microsoft Exchange you are running. For complete details about how to enable this preview feature, plus version requirements, prerequisites, and any known issues, see Preview feature: Configure Relationship Insights features.

A preview feature is a feature that is not complete, but is made available before it’s officially in a release so customers can get early access and provide feedback. Preview features aren’t meant for production use and may have limited or restricted functionality.


Important

Microsoft doesn't provide support for this preview feature. Microsoft Dynamics 365 technical support won’t be able to help you with issues or questions. Preview features aren't meant for production use and are subject to a separate supplemental terms of use for preview features.


Auto capture is part of the new Relationship Insights suite of features, all of which are currently in preview. More information: Preview feature: Relationship Insights overview

Watch a short video (1:43) about Dynamics 365 Auto Capture.

Send us feedback

We are making this preview available so that you can try it and let us know what you think. Your feedback will help us prioritize work to include the capabilities you need most. We ask that you give us your suggestions and report problems by using our publicly available feedback site: Microsoft Ideas

Getting started

As with most preview features, your administrator must enable auto capture before you can try it out. For complete details about prerequisites, how to enable the preview, and how to set it up, see Preview feature: Configure Relationship Insights features.

View auto-captured messages and convert them into tracked messages

Messages found by auto capture are merged with other relevant Dynamics 365 activities and shown in the Activities column for the record they apply to. You can see them on Contact, Opportunity, Lead, Account, Case, and Custom entities. So, for example, if you are looking at an opportunity in Dynamics 365, then the Activities column shows all of the activities you have logged for that opportunity, plus up to 50 recent email messages in your Microsoft Exchange account that were sent to or from the primary contact for that opportunity or its stakeholders.

The figure shows both tracked and auto-captured (not tracked) messages in the Activities column, and highlights the following:

  1. Tracked message: This message is already being tracked, so it is already imported into Dynamics 365 and is being shared with your team. It shows a black symbol and does not include any tracking controls or messages.

  2. Auto capture messages: These messages were found by the auto capture feature. They have been identified as possibly being relevant to the current record, but they are still private so only you can see them. Compared to tracked messages, these messages show a gray symbol and a dotted border, and include a Track link and a private email label.

  3. Track link: Click here to convert a private message found by auto capture to a tracked message in Dynamics 365.

  4. Private email label: Private messages found by auto capture but not yet tracked in Dynamics 365 include this label to indicate their status.

Initially, the messages that auto capture finds are private for you, so other members of your sales team will not be able to see them in Dynamics 365. Click the Track link to turn any auto capture message into a tracked email message, which copies the message into the Dynamics 365 database and makes it visible to other members of your team. Auto capture messages that don't include a Track link are already being tracked. It may take a few minutes for a message to go from untracked to tracked, during which time it will show a Tracking pending message.

As with other types of email message tiles shown in the Activities list, click the tile to expand or collapse the message content.


Note

Untracked messages do not indicate the send direction (in or out) or if they include an attachment. But once a message is tracked, both the direction and any attachments are indicated.


Which messages are captured?

Auto capture works by querying your Microsoft Exchange account each time you open the Activities column for a record in Dynamics 365. The query looks for messages that relate to the record you are looking at. The following table summarizes how auto capture identifies a related message.

Entity type

Matches these field values to the To, CC, or From address of each email message

Account

Email address of the listed Primary Contact

Email address of the top 50 contacts that have the account as their parent account

All Email addresses defined for the account record itself.

Opportunity

Email address listed for the Opportunity Contact

Email addresses of any contact in the Stakeholders list

All Email addresses defined for the opportunity record itself.

Case

Primary contact's Email address

All Email addresses defined for the case record itself.

If the Customer is a contact, then use all Email addresses for the contact record.

If the Customer is an account, then use all Email addresses for the account record

Lead

Email address listed in the Contact section

All Email addresses defined for the lead record itself.

Contact

All Email addresses defined for the contact record.

Custom entities

For account fields, use the email address for the Primary Contact of the account, plus all Email addresses defined for the account record itself.

For contact fields, use all Email addresses defined for the contact record.

For customer fields that refer to a contact, use all Email addresses defined for the contact record

For customer fields that refer to an account, use the Email address of the listed Primary Contact, plus all Email addresses defined for the account record itself.

Set your auto capture options

When auto capture is enabled for your site, it will also be enabled for you by default. If you prefer not to see the messages, then you can turn this feature off. You can turn it back on at any time. When the feature is turned off for your site, you won't see the setting in your personal options. To set your auto capture options:

  1. Click the gear button on the nav bar, and then choose Options from the menu.

  2. The Set Personal Options dialog opens. Click the Email tab.

  3. Set the Show email not tracked in Dynamics 365 in the Activities list option to Yes or No, as needed.

  4. Click OK.

Privacy notice

By enabling the Auto Capture feature, Exchange data is retrieved by Dynamics 365, but not stored, to show email activity to the signed-in user. Users can explicitly 'track' these emails to copy Exchange emails into Dynamics 365 as an Email Activity, to be shared with the appropriate users as configured by Dynamics 365 permissions.

An administrator enables and disables the Auto Capture feature by navigating to Settings > Relationship Insights, clicking the Auto Capture tab, and then making the appropriate selection. A user can also disable the Auto Capture feature on the Email tab within Personal Options, by changing Show email not tracked in Dynamics 365 in the Activities list to No.