Email to Deal Registration

Email deal registration uses AI to read partner emails and allow the system to register a deal on behalf of the partner, making it easier for partners to share deal information with a vendor.

Partners can email a predefined inbox such as "dealreg@mycompany.com". You need to forward the emails to the Magentrix email (which is a unique email associated with your instance of Magentrix).

Once the system receives the email, the system verifies that the email is received from a verified partner user and this user is not deactivated within the portal. If all the mandatory fields are provided, the system can proceed to create a lead and send a confirmation email notification to the partner.

The AI will not use email data submitted by customers to train or improve any third-party training models.

Any email content sent through the AI will be retained for abuse and misuse monitoring purposes for a maximum of 30 days, after which it will be deleted (unless otherwise required by law). Also for the purpose of deal registration, there are no other data shared with the AI tool other than the email content.

If the information taken from the email is not complete and some mandatory fields are missing, the partner will receive an email that the deal registration failed, and the response email will outline the missing information.

Email to Deal Registration Setup

Administrators can activate this feature in Setup > Partner Management > Deal Settings and clicking the Email Deal Registration tab. 

Once the feature is enabled, the administrator can review and update the email templates used for communications with the partners. Also, administrators can set the Lead's default source and status so that information is tracked properly in your CRM.

Furthermore, the administrator can fine-tune the data that the system needs to read from the email in cases where there are additional custom fields used for deal registration purposes. Click Add Mapping and in the Detected Field setting configuration, enter the data you expect to receive in the email. In Lead Field, select the mapping field, and then choose if this is a mandatory field. Then click Apply.   

Configuring Default Field Values

Administrators can pre-configure default values for any field on new deal registrations. This ensures that when the AI processes an email, any field not explicitly mentioned in the email body can be populated with a predefined default value. This feature improves data quality, reduces incomplete records, and ensures consistency across deal registrations created via email.

Accessing Default Field Configuration

To configure default field values:

1. Navigate to Setup > Partner Management > Deal Settings
2. Click the Email Deal Registration tab
3. Click the Configure Default Values button

This opens the Default Field Configuration interface where you can manage default values for Lead fields.

Adding and Managing Default Field Values

On the Default Values configuration page, you can add, modify, or remove default field configurations. The interface displays a list of all configured fields, showing the field name, default value, enforcement status, and options to modify or remove each configuration.

To add a new default field value:

1. Click the Add New Default Field button
2. In the modal that appears, select a field from the searchable dropdown list
3. Enter the default value using the appropriate input control (the control type automatically matches the field type - text box for text fields, date picker for date fields, dropdown for picklists, etc.)
4. Optionally, check the Enforce this value checkbox to lock this field to the default value regardless of email content
5. Click Save to add the configuration

To modify an existing default field value:

• Update the default value directly in the field input
• Toggle the "Enforce this value" checkbox as needed
• Click Save to apply changes

To remove a default field configuration:

• Click the remove/delete option next to the field you want to remove
• Confirm the removal when prompted

Understanding Field Value Precedence

When a deal registration is created via email, the system determines field values using the following precedence order:

1. Admin-configured Enforced Default: If the "Enforce this value" checkbox is enabled for a field, this value is always used, regardless of email content
2. Value from Partner's Email: If "Enforce" is not checked and the partner provided a value in the email, that value is used
3. Admin-configured Standard Default: If "Enforce" is not checked and no value appears in the email, the configured default is used
4. Hard-coded System Default: If none of the above conditions are met, the system default applies (for example, LeadSource defaults to "Partner")

This precedence logic ensures that administrators can balance flexibility for partners with the need for consistent data quality and business process requirements.

Enforcing Field Values

The "Enforce this value" option allows administrators to lock certain fields to specific values regardless of what partners submit in their emails. This is critical for fields that drive internal processes, such as Territory Assignment, Record Type, or Lead Status, where partner-submitted values could break automation rules or lead to incorrect routing.

When a field is marked as enforced:

• The configured default value will be used every time a deal is created via email
• Any corresponding data from the email for that specific field will be ignored
• This ensures consistency in critical business processes and data routing

Common use cases for enforced defaults:

• Setting a specific Lead Status to ensure all email registrations enter a consistent workflow stage
• Assigning a default Owner to route all email registrations to a specific queue or user
• Setting Record Type to ensure proper page layouts and business processes are applied
• Enforcing LeadSource as "Email Registration" for accurate reporting and analytics

Best Practices for Default Field Values

When configuring default field values, consider the following recommendations:

Balance Data Quality and Flexibility: Configure defaults for fields that are frequently missing but not always critical, while using enforcement only for fields that must never vary.

Test Thoroughly: After configuring default values, test the email registration process with various email formats to ensure the AI correctly interprets email content and applies defaults appropriately.

Review Field Dependencies: Consider field dependencies and validation rules. Ensure that default values don't conflict with validation rules or create inconsistent data combinations.

Document for Partners: Inform partners about which fields have enforced defaults so they understand which information from their emails will be used and which will be overridden.

Monitor and Adjust: Regularly review deal registrations created via email to identify patterns of missing information, then adjust defaults accordingly to improve data completeness.

Coordinate with CRM Teams: If your organization uses Salesforce, Dynamics, or another CRM with assignment rules or workflow automation, coordinate default field configurations with CRM administrators to prevent conflicts.

Limitations and Considerations

Keep the following limitations in mind when configuring default field values:

• Default field values apply only to deal registrations created via email, not to registrations submitted through forms or other channels
• The AI processes email content to extract field values; complex or ambiguous email formats may not be interpreted correctly
• Enforced defaults override all email content for that field, so partners cannot provide alternative values even if they include them in the email
• Changes to default field configurations apply to all future email registrations but do not retroactively affect existing deals
• Default values must comply with field-level validation rules and data type requirements