Q: I don’t want to sync all my incoming and outgoing emails, just some of them. Is this possible?
A: It's possible to only sync a specific label/folder or a set of labels/folders. This way you can have control over which emails end up in Pipedrive and which don't.
Q: I understand that I can choose to sync only specific labels or I can sync all emails. But what exactly is the best option for my needs?
A: If you are in a role that is quite active in sales and requires you to have many emails logged, but you're also handling a large amount of non-sales related emails that you'd never want to share with the rest of the company, you can use the "sync only specific labels" option in your email integration settings. This way you can label your sales related email threads for easy logging into Pipedrive while being sure the rest is nowhere near the CRM. If you're a full-time sales person and need most of your correspondence logged you can use the "sync all emails" approach. This way all your emails with be available inside Pipedrive.
Q: I’ve decided to sync all emails. Does this mean that all the historic messages in my email account are going to be carried over to Pipedrive?
A: No. Pipedrive does not pull your entire email history, but only a sensible date range of recent sent and received emails. This means we won’t be overloading your account with old emails that are not relevant to your current deals.
Q: The Smart Email BCC feature creates contacts automatically for any unknown email recipients. Does the email sync feature follow the same logic?
A: No. Pipedrive does not create contacts automatically with the email sync feature. However, you can manually create contacts from the people you email if they're not listed as a person in Pipedrive yet. This can be done inside your mail page. You just need to open the relevant email thread, click on the email recipient/sender name and save it as a new contact.
Q: I’m the admin user of a company account with several users that report directly to me. Can I access their respective mail pages?
A: No. We’ve made the email page private even for admins in the company. This means you won’t be able to access their mail pages. They won’t be able to access each other’s mail pages either. So even if you decide to sync all your emails and some non-sales related messages end up in your Pipedrive email page, these won’t be visible to any other user in your company.
Q: I need to share some emails with my team while keeping most of them private by default. What should I do?
A: What you need to do is to mark those emails as “shared” and at the same time make sure they are linked to a deal and/or person that other users can see in Pipedrive. If your emails are marked as “private”, no one except you will be able to see them. If your emails are marked as “shared” and linked to items, all users with access to those deals and/or contacts will see them in their respective item detail pages.
Q: I’ve shared some emails recently, but now I don’t want other users in my company to see them anymore. Is there any solution for this case?
A: Yes. You can always go back and mark emails as “private” even if you’ve shared them in the past. You can tag specific conversations as private from the deal and/or contact detail pages they are linked to. Or you can go to your mail page, select a bunch of email threads that you don’t want to share anymore and mark them in bulk as private. Once they have been marked as private, other users in your company won’t be able to access them anymore even if they can still have access to the relevant deals and/or contacts these emails are linked to.