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Automatic linking
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Can I separate threaded emails into individual messages?

How to link email threads to Pipedrive items

YS
Yssel Salas, December 5, 2024

In Pipedrive, an item refers to any deal, lead, contact person, organization, activity, project, product or user.

Linking email threads to items ensures your data stays clean, organized, and easily accessible. By associating emails with the right entities, you gain a complete view of your sales communication history, making it easier to track and manage interactions, and close deals more effectively.

If you’re using Pipedrive’s email sync or Smart Blind Carbon Copy (Bcc) features, email threads will automatically link to items in Pipedrive associated with the email address. However, you can also link emails manually for more control over associations between items.


How can I link email threads to items?

Note: The email sync feature is only available on Advanced and higher plans. The Smart Bcc feature is available in all plans.

Email threads are Pipedrive’s way of showing you the full email conversation you have had with specific participants.

If you have email sync enabled, when an email is composed by replying to or forwarding a previous message, it’ll always be threaded together with the original email.

Note: Once emails have been threaded together, they can only be linked to one deal, lead, or project. You can, however, duplicate the email by forwarding it to your smart Bcc address and then linking the duplicated email to that other deal.

There are two ways to link emails to deals, leads, and projects: automatically or manually.

Automatic linking

To set up automatic linking in your Pipedrive account:

  1. Navigate to Personal preferences > Email sync > General settings.
  2. Toggle the option Link emails to Pipedrive items.

Once enabled, Pipedrive will automatically find and link email threads to leads, deals, or projects related to the contact person the email was sent to or received from.

If the contact person is linked to an organization, the email will also be linked to the organization.

In some scenarios, your email threads won’t automatically link to the deal, lead or project linked to that contact person.

  • If the contact person has more than one open deal, lead or project, then Pipedrive can’t automatically determine which item the email thread references. In such cases, you can manually select and link the email thread to the appropriate item. If that contact person has only one lead, deal or project open, then that email will automatically be associated with that one open item.

  • Automatic linking to deals and leads will only work for open deals associated with the email’s recipient. If the status of the deal changes (marked as won, lost or deleted), the exchanged emails after this change will no longer be automatically linked, but can still be linked manually.

  • If the email thread has more than two recipients and neither has an open lead, deal or project, then the email thread will not be linked automatically. However, if one of the recipients already has an open item, it will automatically link to that item.

  • If the email thread was created before the deal or lead, emails won’t link retroactively to the deal or lead and you need to link them manually. To link a deal or lead and an email thread, the item has to be created before the email thread.

Manual linking

You can manually link email threads to deals, leads or projects in the following ways:

From the Sales Inbox:

Open the email thread and click Link to existing” on the right-hand side of the screen.

Note: Some of the functionalities described below are gradually being rolled out and should be available to all customers by the end of 2024.

From the Sales Inbox list view:

Hover over the email subject, clickLink item” and type the name of the item you want to link.

From the item detail view:

Open a deal, organization, person, lead or project. Scroll to the email thread section, click Link item” and search for the desired item.

Note: Email thread owners and deal admin users can link or unlink emails from items to improve data hygiene across accounts.

If your emails aren’t automatically linking to items, refer to this article.


FAQ

Can I link or unlink individual emails within a thread?

No, individual emails within a thread can’t be linked or unlinked separately. Linking and unlinking applies to the entire thread.

Can I separate threaded emails into individual messages?

No, emails that are already threaded can’t be unthreaded into individual messages.

However, you can duplicate an email by forwarding it to your Smart Bcc address.

Can I link a single email thread to multiple deals?

By default, an email thread can only be linked to one deal, person, or organization at a time.

To link the same email thread to multiple deals, you can duplicate the email by forwarding it to your Smart Bcc address and then link the duplicated email to the other deal.

How can I link email threads to persons and organizations?

Email threads link to a person if the recipient exists as a contact in Pipedrive and to an organization if the contact person is associated with one.

Verify that the recipient is correctly associated with the relevant contact person and organization in Pipedrive to ensure email threads are properly linked to people and organizations.

This ensures that emails are automatically linked to both the person and the organization seamlessly.

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