How do I capture emails automatically in my CRM?
With Business App, you can automatically log emails sent from outside to the CRM through the BCC address and forwarding address.
Emails that are logged to the Business App CRM will include the email subject and contents with a max length of 4000 characters. The logged email will automatically be associated with the recipient's contact record and its associated primary company record.
Requirements for logging emails to the CRM using the BCC & forwarding address
Your email must meet the following criteria in order to be logged in the CRM:
The email address from which you are sending the email must be a user in the platform
The email address of the recipient is a contact record in the CRM
It is important to note that there is no standard formatting for a forwarded email. If Business App is unable to process your email format, the email will not log to Business App CRM.
Log Sent Emails
For CRM in the Business App:
If you are setting this up for your client’s CRM in the Business App, you should use the account group ID as the prefix of the email address, following this format: [Account Group ID]@sent-mail.yourdigitalagents.com
For example if your client’s account group ID is AG-1234567, your client’s BCC email address will be AG-1234567@sent-mail.yourdigitalagents.com
Adding the BCC address automatically to the BCC line of the email through Yesware
There are a lot of software allowing you to add the BCC address automatically. In Business App, you can set this up through Yesware.
Install the Yesware chrome extension
Allow Yesware to access your Gmail
When this is complete, refresh your Gmail tab and you should see the Yesware options at the top of your inbox.
Open Yesware.jpg
Using the Yesware drop-down menu in the top left corner of Gmail, select Preferences
Go to the Integrations section
Turn "BCC to CRM" to ON
Input your unique BCC address
Click "Save & Reload"
Ensure that the "CRM" button is checked when you send out an email
The “CRM” button will remain checked moving forward and your emails will be logged seamlessly right into Business App CRM
Log Received Emails
Through Business App, you can use a forwarding address to log an email reply or any incoming emails from your clients. Before getting started, you will need to make sure your email client supports auto-forwarding. If your email client does not support auto-forwarding, you can forward the emails manually to have them captured in the Business App CRM.
Learn how to set up auto-forwarding on Outlook/Gmail/Apple Mail/Yahoo! Mail.
CRM in the Business App:
If you are setting this up for your CRM in the Business App, you should use the account group ID as the prefix of the email address, like this: [Account Group ID]@received-mail.yourdigitalagents.com
For example, if your account group ID is AG-1234567, your forwarding email address will be AG-1234567@sent-mail.yourdigitalagents.com
The forwarded email will be logged to the contact’s record, as well as the primary associated company in the Business App CRM.
Privacy and Security note:
As part of setting up an auto-forwarding rule, it's important to know that Business App will receive a copy of all emails you receive, however, we want to reassure you that our automated system is designed with your privacy in mind. The system discards any emails that do not include at least one contact’s email address, ensuring only relevant communications are logged.
Furthermore, we can verify that the implementation does not retain a copy of those email bodies in our logs or audit tables. This measure is crucial to prevent any sensitive information, such as medical details sent through a work email, from being stored in our database. Our priority is to respect your privacy and security, ensuring that the Business App CRM remains a safe and reliable tool for managing your client interactions.