Email & CRM connections

You can establish connections between Email and CRM when connecting or configuring a mailbox.

What is the advantage? First, convenience. The possibility of losing an email from the client is reduced to a minimum. Second, it saves time. No need to spend extra time finding the right letter from the right client among a bunch of other emails. Third, integrity and logic. All emails you have with clients will be saved in their CRM cards, so you can easily and quickly find the history of communication with them.

That’s the importance of this option. Now, let’s proceed to the settings and work logic. About everything below ⬇️

How to establish connection between Email and CRM?

To do this, just activate this option in the mailbox settings. This can be done both at the stage of its connection to the Space, and later using the settings.

At Uspacy, you can bind emails to CRM elements manually and automatically.

Manually

For this method just switch the toggle button to active mode and Save the parameter changes.

No additional settings are required. After that, when you open the email, you will see a button to establish connections with CRM.

Automatically

For this method, as for the previous one, just switch the toggle button to active mode and Save the parameter changes.

After that, the system will automatically establish connections with existing elements in your CRM and emails that will be sent or received.

You’ll get an additional option to select which new entity elements will be created based on outbox or inbox emails. Just check the options you want.

Then you need to specify the element of which CRM entity to automatically create based on:

🟣 inbox from a new email. For this option, the system offers to create such an entity as Lead. But, of course, you can select those that best suit your work in CRM.

Specify the Source as well.

Also select the person responsible. It can be only one of all active users of your Space.

🟣an outbox to a new email address. For this option, the system offers to create an entity such as Contact. But, of course, you can select those needed for your work in CRM.

And be sure to specify the Source (the value ​​for this field depends on the type of entity that is selected to create based on the email) and the Person responsible. It can be a Sender. That is, a user who creates and sends an email and has access to work with the mailbox.

🟣an inbox from a known email address. The system offers to create such an entity as a Deal. But, of course, you can select the one that is more convenient for your work in CRM.

Don’t forget to specify the Source (the value ​​for this field depends on the type of entity that is selected to create based on the email) and the Person responsible. In this case you can select the user as a person responsible for the contact or company stored in your database with the email address from which the email has been received.

When everything is done, just Save the settings.

As a result, all new emails that will be sent or received in the mailbox will be processed and based on them, elements will be automatically created according to the specified parameters.

How does it work?

As we mentioned earlier, the process of establishing connections between emails in your mailbox and CRM elements can be done in two different ways:

Manually

This method will come in handy when:

🟣 you need to bind the emails already existing in the mailbox to the CRM elements in your database (even if you have selected an automatic binding in the mailbox settings);

🟣 you need to change the existing binding;

🟣 you are a user of the "Standard" plan.

In order to manually bind the email to the desired CRM element, click on the corresponding button (1) and establish connections (2).

If the desired element does not exist, create it.

And Save everything.

After that, the established connections will be displayed in the corresponding block.

But you can change them at any time. To do this, click on the pencil icon and edit - add new bindings or remove existing ones.

And of course, be sure to Save the changes.

Automatically

This method is characterized by the parameters that were set in the mailbox settings.

That is, the system will either bind sent or received emails to elements existing in your database (1):

🟪 For example, you receive an email from a client from the email address specified in his/her contact card. According to the settings of this scenario, only the toggle button is activated and the creation of new entity elements is not configured.

Therefore, when you open the inbox and go to the CRM connections block, you see that the system has automatically bound it to a contact existing in your database.

It happened because his/her card contained the same email address from which the email had been received.

Or the system itself will create entity elements, thereby automatically binding inbox and outbox in your mailbox with CRM (2).

🟪 For example, you receive a new email from an unknown email. According to the settings for this scenario, you have selected to create a Lead.

So when you open your inbox and go to the CRM connections block, you see this new lead. The system automatically created it and bound it to an email in the mailbox.

If, as a result of processing the lead, you create other entity elements, then they will be automatically bound to the email (or chain of emails).

🟪 Or, for example, you receive a new email from a known email address. According to the settings for this scenario, you have selected to create a Deal.

So when you open your inbox and go to the CRM connections section, you see this new deal. The system automatically created it and bound it to the email in the mailbox. In addition, you also see a contact (or company) that already exists in your database and it contains an email address from which the email had been received.

🟪 Or, for example, you write a new email to an email address that is not in your database. According to the settings for this scenario, you have selected to create a Contact.

After sending the email, go to the CRM connections section and see this new contact. The system automatically created it and associated it with a message in the mailbox.

Of course, if you need to make changes to the automatically established Email and CRM connections, you can do it manually.

Display of connections in the CRM card

In CRM, you can also view the connections established with emails from your mailbox. If there are such ones, then in the element card, all received and sent (processed and not yet) emails will be displayed in its right part.

All inboxes will be considered as scheduled activity until they are processed. They will be displayed above the activity history filter.

Once you have processed the email, click Mark as processed.

Then it will move under the activity history filter.

Each email can be replied directly in the CRM card. Just click on the corresponding button.

The form for creating a new email will open.

When the answer is ready, just send it.

As a result, this sent email will be immediately displayed in the CRM card. And it will take the place under the activity filter.

In the CRM card, you can not only reply to a specific email but write a new one. To do this, use the Email tab.

The form for creating a new email will open. If an email address is specified for the contact or company (and if they are bound to the deal), then it will be pulled into the To field automatically.

After sending the email, it will be immediately saved in the card and will be displayed under the activity filter.

All processed inboxes and sent emails can be found in the Activities - Email item.

The possibility to Delete each email from the CRM card is also provided.

This means it will lose its binding to the current element. But it will not be deleted from your mailbox, you will be able to find it there.

If you delete a single email from the chain of other emails, only this one will lose the binding. Other emails, in case they are also bound to the current element, will be displayed in the CRM card.

To go from the CRM card to a specific email in the mailbox, just click on it.

As a result, the mailbox window will open and the email itself will be displayed. If you use the CRM connections button, you can make sure that the email is bound to the element.

If you have additional questions or you need to contact the support, send a request to this email [email protected]