Note: The Email Sync feature is one of the many useful features of Pipedrive’s Gold plan. To learn how to switch plans, click here.
How does it work?
Pipedrive features two methods of managing your email conversations with your customers: Email Sync and Smart Email BCC.
Whichever method you use, 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.
For more information about how Mail works in Pipedrive alongside your other information, click here.
This feature allows you to sync your email inbox to your Pipedrive account, allowing you to access your email without having to leave Pipedrive.
To enable the Email Sync feature, go to Settings > Personal > Email Integration, and click the Connect your account button found there.
The Email Sync feature is compatible with all major email providers, including:
- Gmail and Google Apps
- Yahoo! Mail
- Microsoft Exchange (ActiveSync)
- Outlook.com (aka Hotmail)
- iCloud (aka MobileMe or DotMac)
- AOL Mail
- GoDaddy Mail
- QQ Mail
- Aliyun (Alibaba Group)
- Netease 163 (China)
- 139.com (China)
- Any custom account syncing through generic IMAP
All incoming and outgoing mail is synced to your Pipedrive account and is associated with the corresponding contacts and deals.
For further details on how to set up the Email Sync feature, click here.
Smart Email BCC
The Smart Email BCC is the Pipedrive email function available to users operating under the Silver plan. However, all of its functions are still available to users in the Gold and Platinum plans, in addition to the Email Sync.
To learn more about the Smart Email BCC function, click here.
You can adjust the settings of your email functions, to best suit the needs of your company.
To make any adjustments, go to Settings > Email integration.
When establishing a sync to your native email provider, you can choose whether you would like to sync over all of the emails in your inbox going forward, or only the emails that exist in specific folders or labels.
If you would like to sync all incoming emails into your Pipedrive account, select All emails will be synced with Pipedrive.
To choose which folders or labels you would like to have been synced to your Pipedrive account, choose Only emails with certain labels will be synced with Pipedrive, and select the labels you would like to have synced to your Pipedrive account.
You may adjust whether the archival and deletion functions in the Pipedrive Mail tab are also reflected in your synced email client.
If you would like to have a selected email be archived or deleted in your synced email client when that email is archived or deleted in Pipedrive, simply mark both items Yes.
If you not like that, simply mark both items No.
The Email Sync also allows for access to Pipedrive's Email Tracking functions, which allow users to see when the recipient has opened your sent email or any of its included links.
To read more about the Email Tracking feature, click here.
You can also choose which you would like to compose new email messages.
If you select Open email links in Pipedrive, clicking on an email address link in Pipedrive will take you to the Mail tab of your Pipedrive account to compose that email.
If you select Use the default email app in my computer to open email links, clicking on email address links in Pipedrive will open the program (like Outlook) that you have set as the default email composition client to send that email.
If you find that the email address you've synced receives emails that you do not wish to arrive in Pipedrive, you can register a specific email address (email@example.com) or a broad domain (@domain.com) as emails that should be ignored in Pipedrive.
Any address or domain that is ignored will no longer appear in the Mail tab of your Pipedrive account.
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.
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.
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.