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Lotus Domino - populate document fields from contents of an inbound email

Posted on 2015-02-12
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Last Modified: 2015-02-15
Hi all,

We have developed a simple support tracking system that my company has been using for some time now however I have been asked if we can have users initiate a support via an email .
i.e. A user would send an email to a specific address .
An agent or similar would pick up this new email creating a new support call document , using the send by, subject line and email body to populate certain fields in the document and then save it.

I'm fairly new Domino development and I was after at least at a high level how one would approach achieving this in Domino.
We are using Domino v 8.5

thanks
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Question by:GArlove
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Sjef Bosman earned 2000 total points
ID: 40607489
The good news: you can set up ANY Notes database to receive mail. In fact, Domino/Notes is ideal for this kind of application, for you can handle the mails directly in the application. No external mail listeners required.

The recipe:
- create a MailIn document, in the Domino Directory database (names.nsf)
- it enables the router to find your database (might need a Router restart on the server)
- when you send the new addrss a mail, it arrives in the form of a document with Form="Memo"
- build a view (called Inbox) with Memo documents
- then create an agent that is triggered on When mail has arrived
- the agent will be triggered up to 30 minutes after reception of the mail (can be altered if necessary)
- (there is the possibility to use a Before mail arrives trigger, better not use it, it runs real-time and can hold up the server)
- the agent should visit the Inbox and handle all incoming mails, one by one
- the easiest would be if it removes the documents from the Inbox once they have been handled
- or use a 2nd view, with a different Select statement, and add a field Processed to the mail that's handled
- the code can pick up the sender, the subject, and the body
- things to think of: attachments, large documents, spam, irrelevant or wrongly addressed mails
- you could even move all mails, once handled, to a separate database
- or receive them in a separate db that you set up as a mail db, with an agent that moves specific mails to your db

You see, plenty of possibilities !
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LVL 46

Expert Comment

by:Sjef Bosman
ID: 40607492
Ah, I forgot the bad news... Can't think of any right now... ;-) Well, it might take a while to fine-tune the agent and the text recognition part, but once that's done, it'll work forever.
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Author Closing Comment

by:GArlove
ID: 40611389
Thanks Sjef,

This is what I was after .
Now that I know the steps at a high level I will research the individual components and see if I can get it going .

cheers
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