Email Integration - Tracking Email Conversations, Signature and Sharing Policy Follow

Topics Covered:

A. Outgoing Email Account
B. Your Smart BCC Address (incoming emails)
C. Automatic linking to deals
D. Email Sharing Permission
E. Email Tracking
F. To set up your Email Templates
G. Email Signature

Bring your email conversations inside Salesmate and track them in a better way. We will show you how you can sync your emails.

A. Outbound Emails (SMTP)

If you are not using full email sync and still want to use email sending features in Salesmate, you should set up your email SMTP here.

Salesmate helps you track email opens and clicks. It also eliminates manual email logging job and you can also save time using email templates for your canned or repetitive emails. 

To configure your outgoing emails:

• Navigate to the Email icon on left menu bar
• Click on Email settings  on bottom left

• Head over to SMTP & BCC
• Click on Add Email Account

OR 

• Navigate to Profile Icon on the top right
• Click on Go to my Account.
• Head over to Email Settings.
• Head over to SMTP & BCC
• Click on Add Email Account

B. Your Smart BCC Address (Incoming Emails)

You get your own email address, which you can add to the BCC field whenever you email a customer, or you can forward existing emails directly to this address. These conversations will all appear in your Salesmate email page, linked to the relevant contacts and deals, when possible.

• To configure your BCC Address:
• Click on the Email icon (top right)
• Email settings (bottom left of page)
• Click on SMTP & BCC OR 
• My Account > Email Settings > SMTP & BCC Tab

If you want to reject all emails getting forwarded other then your registered or secondary email address, then enable the STRICT FORWARDING rule.

To configure your incoming set the forwarding in your Email client to your Salesmate bcc address

To learn more on how to set up your emails, click here.

• All the below menu can be reached from here :
  • Click on the Email icon (top right)
  • Email settings (bottom left of page)
  • Click on Email Preference OR 
  • My Account > Email Settings > Email Preference Tab

C. Automatic Email Linking

Automatic linking to deals, Salesmate allows you to link your emails to the deals in two ways:
1. Link emails manually only
2. Automatically link emails with deals

Salesmate will look for an open deal with the person the email was sent to. If only one open deal is found with the person, the email is linked to that deal automatically.

D. E-Mail Sharing Permission

Email Module has a special security mechanism, different from the other modules.

Email Sharing can be done either to individual emails, or the user can define a policy for sharing the emails by default.

Email Sharing has the following 3 policies:

1. My email conversations on Deals for other users
2. My email conversations on Activities for other users
3. My email conversations on Contacts for other users

The Sharing permissions are:

• Private (default: when a new user is created)
  • All emails associated in the record will be visible to that user only
  • Email will be visible to users with whom the user has explicitly shared the email or manually shared the particular email with a user.
• Share with teammates and owner
  • All teammates and owner of the record will be able to see the email associated with that particular record.
  • Email will not be visible to the all the users who see the particular record if they are not follower or owner
  • Email will be visible to users with whom the user has explicitly shared the email or manually shared the particular email with a user marking him in CC or To
• Public
  • All followers and owner of the record will be able to see the email associated with that particular record.
  • Email will be visible to the all the users who see the particular deal even if they are not follower or owner.
  • Email will be visible to users with whom the user has explicitly shared the email or manually shared the particular email with a user.

E. Email Tracking

Salesmate will automatically track and notify you when your contacts open your emails or click through the links in your emails.

F. To set up your Email Templates

You can create emails Templates to use when sending emails to contacts within the CRM or in your external email client viz. Gmail using Salesmate Chrome Plugin.

• To create a New Email Template:
• Go to Headers > More > Email Templates
• Click + New Template

• Select the Record Type
• Enter the Template Name and Select the Folder where you want to store it
• Set up the Subject Line

• Email body: You can use Attributes (various cross-module field variables) in your Email

• Your signature and company disclaimer will be attached to every email sent from Salesmate.

G. Setting up your Signature

• Click on your Profile Icon
• Go to My Accounts
• Under General
• Email Signature

• By default, we provide a one-liner signature - "Sent from Salemsate", which can be customised as per your need.

You can also track your email opens, and link clicked in the email sent. To know more, click here.