How to reopen a case automatically when a new email is received(using Process Definitions)?

Hi Vijay,

Direct coding is not the only way
There is a possibility to design logic hooks instead of developing them.

I used Logic Builder tool for Sugar to design the logic:


Literally: on the Email is related to the Case in Sugar, to check the Status of the Case and if it is Closed, then to change the Status to Open and save the Case with new Status

In a click, the Logic Builder tool generates Sugar code on the basis of the design and provides code as a ready-to-install Sugar package, so that admin could deploy it to  Sugar via Module Loader

Here is the package for the logic described on the picture: 

z20200914_flowchart_lb5f5f314e4ec069_36260447_2.zip

Its upgrade safe and cloud-compatible, so you might reuse it for future versions.

I have no v8 to test the package, so I'd suggest to try it on the sandbox prior to installing it to prod.
Let me know if you have any questions

All the Best,
Dmytro

Hi Dmytro ChupylkaI tried to upload the zipfile in our module loader but I got to see the notification that the zipfile is not supported by our Sugar Suite, maybe because it is only compatible for Sugar 8?  Is there a Sugar BPM template for reopening a case when an email is sent?

Thank you in advance for your answer.

Best regards,

Maike  

Hi Maike Mak,

I don't consider SugarBPM a suitable solution for this use case. We have had similar requirements from other customers, and we solved this with custom logic hooks. The reason for this is that emails received on a case after it is closed do not always warrant reopening. Here are some of the factors we have had to consider:

• Is the email received the case from an address outside your company's domain? Sugar users typically don't want a case reopened if it is their own employee sending an email in relation to the case. SugarBPM does not offer a direct way to evaluate the domain of the email sender.
• Is the email received an actual request to continue working the case or is it non-actionable? Your customers may reply with a simple 'thanks' after the case has been closed. If monitoring case KPIs is important, reopening cases in these scenarios would mean you are measuring a longer resolution time than what actually occurred since the agent would need to re-close the case. We advise flagging the case for review to see if a received inbound email necessitates the case being reopened.
• Is the email received significantly beyond the case closure (e.g. 30+ days)? Reopening cases in these scenarios not only impacts case performance metrics, but also may be for an unrelated issue. SugarBPM does not have efficient means to safeguard against reopening a case based on the amount of time elapsed since that case was closed. Like the prior issue, we advise to flag the case for review and the agent can determine whether to reopen a case, create a new case, or to take no action.

Dmytro Chupylka may be able to provide you a solution that meets your needs, but if not, I would not recommend pursuing SugarBPM for this use case. Custom logic hooks would be a better alternative approach from my perspective.

Chris

Chris Raffle Thank you for your response! These are very good reasons on why to use logic hooks instead of Sugar BPM. I have no experience myself with using logic hooks for creating a workflow, but if there are possibilities to make this work for us that would be amazing. 

Chris Raffle Thank you for your response! These are very good reasons on why to use logic hooks instead of Sugar BPM. I have no experience myself with using logic hooks for creating a workflow, but if there are possibilities to make this work for us that would be amazing.