Working with Email

Working with emails

You can see all your emails by selecting the Emails tab. Emails are fetched in the background every few minutes. There are standard folders Inbox, Sent, Draft emails at the left side.

Status field:

• Sent – was sent via the platform
• Archived – fetched from IMAP account or archived manually
• Draft – email was created as a draft

When the new email comes the system tries to recognize which record this email belongs to. It can link it with Account, Lead, Opportunity, etc. If it is not recognized, then you can link it manually by filling in Parent field.

If an email came from a new potential candidate, user can convert it to Candidate. Open Email entry and click Create Candidate in top-right menu. Same can be done for a new contact at at Client (Account)

It’s also possible to create a Task from an email record.

If email addresses (from, to, cc) of the email record are known to the system, it will show the person they are related to (Contact, Lead, User etc). If some email address is new, you can create contact right from there.

All emails related to specific record are shown in History panel of that record. If some email is related, for example, to opportunity but opportunity is related to the account, it will be shown both in opportunity and account.

When removing an email it gets removed from the system entirely, so that it will disappear from their Inbox. To prevent this, use Move to Trash. Administrator may not grant delete access for users to prevent losing emails.

Sending emails

You can compose new email by a few ways:

• Compose Email button on Emails list view;
• replying on another email;
• clicking on an email address of some record;
• Compose Email action of Activities panel.

There is the ability to select template of your email.

You can setup email signature in Preferences.

It’s possible to use an external email client (the default one on your computer or device). For this check Use an external email client in Preferences.

Email Folders

Users can create their own email folders to put some of emails in for convenience. List of available folders is available at Emails page at the left side. To create or edit folders follow Emails > dropdown in top-right corner > Folders. Skip Notification means that you won’t be notified about incoming emails that fall into the certain folder. By utilizing Email Filters it’s possible to put emails in folders automatically by specific criteria.

Email Filters

Administrator can create global email filters to skip not desirable emails. They are available at Administration > Email Filters.

Regular user can create email filters for their Personal Email Accounts or for their entire inbox. They are available at Emails > dropdown in top-right corner > Filters.

There are two types of filters:

• Skip – email will be put in Trash or not imported if filter is related to Personal Email Account;
• Put in Folder – imported emails will be put into specified user’s folder automatically.

Email Templates

Email templates are available at Emails > dropdown in top-right corner > Email Templates. They can be used both for mass email sending and for regular emails. One-off checkbox means that email template supposed to be used only once, what is usual for email marketing.

It’s possible to use placeholders in email template’s body and subject e.g. {Account.name}, {Person.emailAddress}. They will be replaced with values of related records.

You can use additional reserved placeholders in template body: {optOutUrl} and {optOutLink}.

<a href="{optOutUrl}">Unsubscribe</a>

This is unsubscribe link for mass email.

The list of available additional placeholders:

• {today} – today’s date,
• {now} – current date & time,
• {optOutUrl} – opt-out url (only for mass email),
• {optOutLink} – opt-out link (only for mass email),
• {optInUrl} – opt-in url (only for lead capture confirm opt-in),
• {optInLink} – opt-in link (only for lead capture confirm opt-in).

Mail Configurations

Carter Wellington uses two primary mail platforms.

• Office365
• Web Mail

Using another mail client

If your @carterwellington.com email address is hosted by Office365, connecting from your desktop, laptop or smartphone requires you to simply enter your email address, choose Office365, add your password and the setup should complete automatically.

If your @carterwellington.com email address is hosted on our own mail server, you will need to use IMAP to connect to our mail server using your preferred email client such as Microsoft Outlook or smartphone mail client.

Connecting to our mail server is easy. Following are the settings required to connect from any desktop or mobile device.