Saving important emails into the CRM is extremely helpful for you and your colleagues to help keep track of correspondence. By saving emails against the relevant Contacts in Prospect CRM, you have one central location to store all of your communications with your stakeholders, so nothing gets missed. Plus, by saving emails into the CRM, all CRM users will have access to these important emails, which can be helpful if a colleague is away or out on the road. The CRM Inbox Address can help you efficiently save emails into the CRM straight from your email client, quickly and easily!

Prerequisites

  • You need to be a licenced CRM User to use this feature

  • The email address of the contact needs to be in the CRM for the email to be matched and saved

Get CRM Inbox Address for Individual Records

If you wish to only save in selected emails from your email client, then you can get the CRM Inbox Address for the specific record you wish to save the email chain against. To do this, simply navigate to the record that you wish the email chain to be saved against and click the further options menu in the top right-hand corner (three dots). Then, select the 'Get CRM Inbox Address' option from the drop-down menu.

A pop-up will appear containing the CRM Inbox Address for that record. By BCC'ing or forwarding emails to this email address, it'll automatically store the emails as documents against the record.

Rather than using the CRM Inbox Address to save emails to individual records, you could also install our Save to CRM Add-in if you have Outlook Desktop, Outlook Web or Gmail.

Set Up Forwarding to the General CRM Inbox Address

Another option is to set up forwarding of all your emails to the General CRM Inbox Address. This option will automatically save emails from recipients that are logged as Contacts in Prospect CRM.

When using the CRM Inbox Address, we will first query the email headers to check if this is part of an existing conversation that is already saved into the CRM, and if so will save there, even if this is under a different contact.

For example, an email chain between a sales rep and customer, that then gets authorisation from a manager. Although the manager's email will have a different email address, it will save the email under the same place the original emails are saved because it's part of that same email chain. It will use the most recent reference to decide where to save.

If there are no reference headers, or none that refer to a document already saved in the CRM, it will then match to the contact as it will treat it as a new conversation. If the contact does not already exist, the email will not be saved.

To obtain the General CRM Inbox Address to set up a forwarding rule in your email client, search for 'Inbox' within the CRM Settings Centre. Simply click the 'Copy' button and this will copy the email address to your clipboard so you can use this to set up a forwarding rule to this email address in your email client (e.g. in Outlook, Gmail, Yahoo etc.).

Further Help

  • Click here to read how to set up automatic forwarding in Outlook.

  • Click here to read how to setup automatic forwarding in Gmail.

  • For Gmail, there's just a few extra steps to complete in order to verify the forwarding address with Gmail - here's a link to this guide.

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