Note: The Smart Email 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. To learn how to switch plans, click here.
For more information about how Pipedrive Mail works alongside your other information, click here.
How does it work?
Our Smart Email BCC function allows you to manually forward individual email threads from your email provider into your Pipedrive inbox. Once the email has been forwarded, you can then link the thread to any relevant deals or people contacts in your Pipedrive account.
To forward emails into your Pipedrive account via the Smart Email BCC feature, you will copy your company account’s company-specific universal BCC address, and paste it into the BCC section of any email sent out from your email provider.
You can find the company-specific universal BCC address by going to Tools and apps > Email sync > Smart email bcc address.
Once the company-specific universal BCC address is copied, you can then paste it into the BCC section of any email sent out or forwarded from your email provider.
After the email is sent out, you will be provided a copy of that BCC'd email into the Inbox under the Mail tab of your Pipedrive account.
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 to Deals and Contacts
Linking emails to deals and contacts will allow you to always have a clear picture of the ongoing conversations from both the Detail View of the person and the deals.
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 in 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 Tools and apps > Email sync > Automatic linking to deals, and select the Automatically link emails with deals option.
Note: 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.
Who can forward emails using the Smart Email BCC feature?
If you want to forward emails to your Pipdrive inbox from an email address other than the one you use to log into Pipedrive with, you will have to add that email address as an Alternate email address for Smart BCC.
To add an Alternate email address, go to Tools and apps > Email sync > Alternate email address for Smart BCC.
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: 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.
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 all of your emails, you can go to Tools and apps > 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.
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, as long as they have the visibility permissions to see those items.
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.
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, go to the Detail View of that deal and scroll down to find the EMAIL BCC table.
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.