Knowledge Base

How does it work?
Linking items
Who can forward emails using the Smart Bcc feature?
Email sharing
Deal-specific Bcc

Smart Bcc

Breandan Flood, June 1, 2023
Note: The Smart Bcc function is the email feature available in Pipedrive’s Essential plan.
To streamline your email process, we suggest upgrading to Pipedrive’s Advanced, Professional, or Enterprise plan.

For more information about how Pipedrive mail works alongside your other information, check out this article.

How does it work?

Note: When using our Smart Bcc feature, the total message size, including attachments, must be under 20MB.

With our Smart Bcc function, you can manually forward individual email threads from your email provider into your Pipedrive inbox. Once the email has been forwarded, you can link the thread to any relevant deals or people contacts in your Pipedrive account.

To forward emails to your Pipedrive account via the Smart Bcc feature, copy your company account’s company-specific universal Bcc address and paste it into the Bcc section of any email from your email provider.

You can find the company-specific universal Bcc address by going to Settings > Email sync > Smart Bcc address.

Once copied, you can paste the link into the Bcc section of any email sent or forwarded from your email provider.

A copy of the Bcc’d email appears in the inbox under the Mail tab of your Pipedrive account after the email is sent out

Any replies received from your customers will need to be forwarded to that same universal Bcc address in order to appear in your Pipedrive inbox.

Note: Make sure to include the Pipedrive Smart Bcc address in the Bcc field of your emails to prevent any confusion with your potential customers.

Linking items

Linking emails to deals and contacts will allow you to always have a clear picture of the ongoing conversations from the detail view of the person and the deal.

Based on the email address in the “To:” field, the email forwarded into Pipedrive will automatically link with the Pipedrive contact with that email address listed under the default email address field.

If there’s no Pipedrive contact associated with the email address in the forwarded email, a new person contact will be created automatically for that email address.

You will also be able to manually link the forwarded email to a deal. To do this, open up the email in your inbox and choose to find an existing deal or create a new deal in the window on the right side.

What if you want your emails linked to deals automatically?

The automatic linking to deals option will allow Pipedrive to automatically link the forwarded email to the deal linked to the email recipient. The email will only be automatically linked to the deal as long as the deal is the contact person’s only open deal.
To set up automatic linking to deals in your Pipedrive account, go to Personal preferences > Email sync > Link items and select the “Automatically” option.

It is also possible for you to link your emails to leads you have added to your Leads Inbox. For more information on how to do this, please read this article.

Note: If you have many open deals with the same email recipient in Pipedrive, it may be more efficient to choose “Manually” to prevent any confusion.

Who can forward emails using the Smart Bcc feature?

If you want to forward emails to your Pipedrive inbox from an email address other than the one you use to log in to Pipedrive with, you will have to add that email address as an Alternate email address for Smart Bcc.

To add an alternate email address, use Personal preferences > Email sync > Smart Bcc emails are accepted from.

Validating the alternative email address
Adding an email address as an alternative email address will send a confirmation email to the added email address. This email will need to be validated before that address can be used successfully as an alternative email address in Pipedrive.

After the alternative email address has been validated, you can start forwarding emails from this email address. Emails forwarded to the company-specific universal Bcc address will show up in the Pipedrive inbox of the Pipedrive user who added that email address as an alternative email address.

Note: If you change the domain of your Pipedrive company account or the domain of your email address, it is important to make sure that it is accurately reflected in your Pipedrive Smart Bcc settings.

Email sharing

When forwarding emails to your Pipedrive account, you may want your teammates or other users in your Pipedrive account to have the ability to see the emails too. To allow other users to see the emails, you can set the individual emails to “SHARED” in your inbox.

If you want to change the default shared settings of your emails, you can go to Personal preferences > Email sync > Default email sharing. This setting configures the default sharing setting of all future emails in Pipedrive.

Note: altering this function will not overwrite the current email sharing settings of your existing emails and will only apply to emails received after the setting has been updated.
  • Share all my linked email conversations with others in my company – Other users in your Pipedrive account can see emails associated with any contacts or deals by default, as long as they have the visibility permissions to see those items.
  • Keep all my email conversations private – Emails will not be visible to any other users in the account by default, even admin users, under any circumstances.

Deal-specific Bcc

Within the Smart Bcc system, each deal in your company Pipedrive account also has its own unique Bcc address.
If you would like to get an email into Pipedrive and have it specifically linked to that deal without having to manually link it, simply include that deal's deal-specific Bcc address in the Bcc field of your sent email.

To find any deal-specific Bcc address, go to the detail view of that deal and scroll down to find the email Bcc table. It's not recommended to forward the same email to multiple deal-specific Bcc email addresses at once.

Note: If you delete a linked email from the Mail tab of your Pipedrive, it will no longer appear in the detail view of that associated deal.
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