Note: The Smart Email BCC function is the email feature available in Pipedrive's Silver plan.
To streamline your email process, we suggest upgrading to Pipedrive's Gold plan. To learn how to switch plans, click here.
For more information about how Mail works in Pipedrive alongside your other information, click here.
Smart Email BCC
Our Smart Email BCC function allows you to manually add specific email conversations to a deal or contact, giving you the freedom to individually select which emails should be sent to Pipedrive.
Using the Smart Email BCC, a user in the Pipedrive account would copy the company-specific universal BCC address and paste it to the BCC section of any email sent out. Doing so will provide a copy of that BCC'd email into the Pipedrive account, in that user's Mail tab.
Any replies received from your customers will need to be forwarded to that same universal BCC address in order to appear in Pipedrive.
When forwarding an email to Pipedrive, forward the email without a 'to' address, only including the Smart BCC address in the BCC field.
The Smart Email BCC address is specific to the company Pipedrive account it is in, and is only for use by the users in that account, and only by the email address associated with their user account.
If a user were to send an email to the Smart Email BCC from an address not associated with their Pipedrive user account, it would prompt an automatic response email, informing them of the issue.
Pipedrive will intuitively calculate which contacts and deals your email conversations belong to, based on the email address you're sending the message to. This means you'll always have a clear picture of all conversations from the Detail View of both the Person and Deal.
You'll also get your own dedicated Pipedrive inbox, which will contain all of your emails and give you control over the linking and sharing of those emails.
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.
You can adjust the settings of your email functions, to best suit the needs of your company.
To make any adjustments, go to Settings > Customize > Personal > Connections > Email integration.
By default in Pipedrive, only the email address used to log into Pipedrive will be authorized to use the Smart Email BCC address associated with your account. However, if you send your emails from a different email than the one used to log into Pipedrive, you should add that email address as an alternative email address.
Adding an email as an alternative email address will send a confirmation email to the added email address, which will need to be validated before that address can be used successfully as an alternative email in Pipedrive.
Emailing to the Smart Email BCC address from an address that is either not associated with a Pipedrive user account or not added as an alternative email address will prompt an automatic email informing the user of an error.
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.
When Share all my linked email conversations with others in my company is chosen, other users in your Pipedrive account can see emails associated with any contacts or deals that they have the ability to see.
If Keep all my email conversations private is chosen, emails will not be visible to any other users in the account — even Admin Users — under any circumstances.
Note: To share specifics emails to other users in your company Pipedrive account, you can adjust the visibility settings for each email.
Pipedrive will automatically associate emails with the appropriate Person contact by recognizing the email address associated with that received email.
The Automatic linking to deal section will also allow for Pipedrive to associate that email with an open deal with that email's recipient, if an open deal exists in the Pipedrive account.
If you feel that you may have many open deals with the same email recipient in Pipedrive, it may be more efficient to choose Link emails manually only, to prevent any confusion.
Within the Smart Email 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's deal-specific BCC address, simply go to the Detail View of that deal, and scroll down to find the EMAIL BCC table.
Note: If you delete the a linked email from the Mail tab of your Pipedrive, it will no longer appear in the Detail View of that associated deal.