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MAIA Emails : How to integrate customer response emails into My DSO Manager?

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It is possible to integrate your customer responses by email into your My DSO Manager platform.

This feature aims to increase the integration of customer interactions. It complements the interactive email and the insertion and processing of customer feedback via the interactive page.

Adding customer responses by email allows for better processing of each response and avoids losing any information thanks to a comprehensive history of these exchanges in your platform.

How do I activate the email capture feature?

It's very simple; just send us a request!
This option can be activated at the request of your platform Administrator, for example by clicking the button below:

Contact us to activate MAIA emails!

This feature is included in your My DSO Manager subscription and does not require any technical intervention from your IT department.

How customer emails capture works

Once activated on your My DSO Manager platform, this feature can be activated or deactivated on each of your customer sheet. Just like other customer sheet settings (assignment of collector, collection scenario, activation of late penalties, etc.), this can be done manually, individually or in bulk following a customer search, or dynamically with AI Search & Assign.
Each customer sheet has a unique email address. You can view this address in the customer sheet:

Example email address: capture.mycompany.1.m1hi7wxyl2o9g0vz@reply.mydsomanager. com
Every email sent to your customers now includes this email address as a copy. As soon as your customer replies « to all » and/or includes this email address in their reply email, it will be automatically integrated into My DSO Manager within a few minutes.

To avoid processing the same email twice (in My DSO Manager and in your inbox), create a rule in your inbox.
This rule should automatically move all emails received with the address « capture.xxxxx » in copy (where xxxxx corresponds to the name of your company, for example « capture.mycompany » in the example above) to a specific folder.
This way, your main inbox will only contain customer responses that are not already saved in My DSO Manager.
For more information:
«Gmail - Create rules/filters for your emails. (Google)»
«Outlook on the web (Microsoft 365 / Outlook.com) - Manage email messages by using rules. (Microsoft)»
«Outlook for Windows (classic) - Set up rules in Outlook. (Microsoft)»
«Thunderbird - Organize your messages with filters. (Mozilla)»
«iCloud Mail (web) - Set up rules to filter email in Mail on iCloud.com.»

Customer email responses are processed by our generative AI MAIA in order to retain only the essential information for debt collection agents. They are visible in Collection, tab « Replies and comments » and in the customer file, in the same way as interactive customer comments:

Customers email responses are processed by our generative AI

MAIA to retain only the essential information for collectors. Customers emails replies are visible in the collection agenda, "Replies & Comments" tab, and in the customer sheet, in the same way as interactive customer comments:

You can validate this response and qualify the corresponding documents (invoices, credit notes, etc.), simply save the email, or delete it if it is no longer needed.

It is possible to perform several successive qualifications based on the content of the response, which may concern several situations (promise of payment, dispute, etc.). By clicking on the Submit button, and not Submit + Complete the action during step #3, My DSO Manager offers you the option to qualify other items:

Each response is logged in the « History » tab of the customer file, in the response history.

Any attachments are not included. A message will specify the number of attachments in the original email and invite you to view them in your inbox:

This operating mode allows you to definitively assign a received email to the correct customer. However, to successfully receive the reply email in My DSO Manager, your customer must retain the unique email address in their reply by clicking « Reply to all. »

It may be helpful to encourage them to do so by adding a note to your follow-up emails such as « Please include the #client_account_email address in your response for prompt processing ». The « #client_account_email » tag allows you to dynamically display each customer sheet's email address.

An email hasn't been integrated into My DSO Manager but you received it in your professional inbox? You can forward it by simply addressing it to your customer's unique email address, which you can copy from the customer sheet. This allows you to send and log any useful email in My DSO Manager, for example, from a salesperson or any other person involved in the business relationship.

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