Save to CRM can be added to your Outlook desktop app or web application. By installing the Save to CRM add-in, you can save incoming emails to the appropriate CRM record. For outgoing emails, we'd recommend sending emails via the CRM, as these will be automatically saved into the CRM.

Prerequisites

You must have the Save to CRM Add-in installed on your email platform before you can use the Save to CRM function.

If using Desktop Outlook to save emails to the CRM, first install the Save to CRM Add-in on your Outlook Desktop.
If using Web Outlook to save emails to the CRM, first install the Save to CRM to your Outlook.
If using Gmail to save emails to the CRM, first install Save to CRM in Gmail.

Outlook Desktop

Step 1: Current Outlook - Select an email to save

Open an email you wish to save into the CRM, and open its action menu. Then select 'Save to CRM'.

If 'Save to CRM' does not appear, select the 'Apps' option. This will open up a pop-up window for you to select 'Save to CRM'.

Step 1: Old Outlook - Select an email to save

When using the older version of Outlook, open the email you want to save to CRM and click on the 'Save to CRM' icon in the banner toolbar.

Step 2: Opening Save to CRM

After you have selected 'Save to CRM', a side panel will appear within Outlook, allowing you to save the email against a record in your CRM. Initially, the Save to CRM add-in will suggest some relevant CRM records based on the email being saved:

CRM Contact that has the same email address as this email.
CRM record that you last saved an email to.
CRM record of the last email someone saved an email to.
Your most recently accessed CRM record.

Step 3: Search for Record

If you need to save this email against an alternative CRM record, click on the 'Find' option. Here, you can search for the CRM record you wish to save this email to.

🤓Tip: you'll need to select the appropriate hierarchy level that you wish to search within.

Step 4: Preview Saved Email in CRM

Once you've found the required CRM record, click the 'Save to CRM' button and a copy of the email will be saved in the CRM. Please note: there is a 1MB storage limit for each email being saved.

📌Note: Any obsolete or dead records in the CRM will appear greyed out, but you'll still be able to save emails to dead records.

Example email saved to a CRM record

Below is an example email saved within the CRM. You'll be presented with the text of the email, any attachments that were also saved, and options to forward or reply to the email.

Gmail Save to CRM

Step 1: Open Save to CRM

After installing the Save to CRM add-in to your Gmail account, you will see the CRM (previously Prospectsoft) logo on the right-hand side of your Gmail screen. Select this to open Save to CRM for Gmail.

From here, select the 'Connect to Prospect CRM' button. If you're already logged into the CRM, it'll automatically connect you to that profile.

Step 2: Search for a CRM Record

If you have an email open, select the CRM logo, and you will have the option to search for the CRM record you wish to save the email into. Simply type in the record ID or the name of the record, click "Search", and it'll show you search results that best match your search query.