Website + reporting integrationImporting emailed ProMax reports with Microsoft 365 Outlook
A Microsoft Graph connection that reads ProMax CSV reports from a designated Outlook mailbox, so prospect data can be imported into reporting without manual downloading and re-uploading.
Plenty of dealership data still travels by email. A CRM like ProMax can send scheduled CSV reports to a mailbox, and then someone downloads the attachment, renames it, and uploads it somewhere else. That is tedious, and it is how files end up in the wrong folder or get skipped during a busy month. Our Microsoft 365 Outlook integration uses Microsoft Graph to read those emailed ProMax CSV reports from a designated mailbox and import the prospect data into reporting. It is important to be precise about where this stands today: the import is operator-triggered. A team member starts it. It is not yet a completed, fully automated reporting sync, and we describe it that way on purpose.
Note: Availability depends on your dealership's provider agreements, account access, and website configuration. Features described here apply to the websites Relevant Dealer builds and are not an endorsement by the provider.
How the import works
With the mailbox owner's authorization, the integration uses Microsoft Graph to locate messages that match the expected ProMax report, read the CSV attachment, and map its columns into the prospect fields used by reporting. An operator triggers the run, reviews the result, and can see which file was used. Because the attachment is read directly from the mailbox, the manual download-and-upload loop goes away even though a person still decides when to run it.
- Reads ProMax CSV report attachments from a designated Outlook mailbox
- Maps report columns into prospect fields for reporting
- Operator-triggered, with the source file identified
- Scoped Microsoft Graph permissions authorized by your organization
An example from month-end
Imagine a general manager who wants to compare website lead volume with the prospects the sales team actually worked. The ProMax report already arrives every morning by email. Instead of asking someone to export, clean, and upload a spreadsheet, the operator triggers the import and the prospect data lands next to website activity in reporting. The comparison is only as complete as the report contents; if a field is not in the CSV, the import cannot create it.
Why operator-triggered is the honest starting point
Report formats change. A column gets renamed, a filter changes, or the report is accidentally sent twice. Keeping a person in the loop at this stage lets your team catch those changes before they distort a report. Moving toward scheduled automation is a reasonable future step, and when it happens it should come with validation and duplicate protection, not just a timer.
Permissions and data handling
Access is granted through your Microsoft 365 tenant and should be limited to the mailbox and scope the import needs. Prospect data includes personal information, so we keep it within the reporting environment and avoid copying it into unrelated systems. Your administrator can revoke access at any time.
Preparing the mailbox for a clean import
Imports are easiest when the ProMax report goes to a dedicated mailbox or folder rather than a busy personal inbox. That reduces the chance of matching the wrong message and makes it obvious when a scheduled report did not arrive. Keeping the report's columns and filters stable also matters; if your team changes the report in ProMax, let us know so the mapping can be confirmed before the next import.
For website visitors
- Website visitors are not directly affected; this integration works behind the scenes.
- Indirectly, managers can review follow-up on website inquiries with better information.
For your dealership
- No more downloading and re-uploading the same CSV every week.
- Website activity and worked prospects can be reviewed in one place.
- A human checkpoint that catches report format changes early.
Frequently Asked Questions
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