Email Sync Features

Our Email Sync feature has a lot to offer! Once connected you can enjoy using Email Templates, creating Email Drafts, and setting up an Email signature.

For Gmail users, there is also the option to use Email Aliases.

Email Templates

One of the key advantages of the Email Sync is the ability to utilize Email Templates, which can significantly streamline your email communication process by allowing you to save and reuse pre-written messages for different purposes. This feature not only saves time but also ensures consistency in your correspondence.

Create Email Templates

1
Go to your User/Profile icon (top right-hand corner) → Select  Apps and Integrations → under Communication Apps go to  Email.

Apps and Integration Page

2
Once connected to our Email sync feature (see here) → click on the Templates tab → + New Template.

Templates Tab l + New Template

3
Enter a Template name, Email Subject, and Email body text → click Save.

Note: You can decide if this Email Template is visible to all users within your account, or only to yourself. Simply untick the checkbox Visible to all users.

New Email Template

Note: You can save an email you are writing in the email pop-up window as an email template as well.


Once you have finished writing your email, click the Template option at the bottom of the email pop-up window → select Save message as a template.

New Message l Save as template

Add Variables to Email Templates

While creating a new or editing an existing email template → click on Variable → choose from the dropdown → click Save.


You can choose from the following:

Add variable to template

Notes:

  • First name appears as [contact.firstname], Last name appears as [contact.lastname], etc.
  • Variables have a fallback option for you to add.

    E.g. "Hi [contact.firstname,fallback=there]", means that if there is no contact first name, it will default to Hi there.

  • You can use variables in the Subject line of your templates.

Attach files to Email Templates

You can add files to your template from:

Attach a file to the template

To remove a file, hover over the attachment and select the bin icon.

Remove files from template

Notes:

  • You can also add a URL link to your email text in the template, by clicking on the URL link icon.
  • Add a picture to your template, by clicking on the photo icon at the bottom of the textbox.
  • You can send up to 30MB per email in attachments.

Edit Email Templates

1
To edit a template, click on your User/Profile icon (top right-hand corner) → Apps and Integrations → under Communications Apps select Email.

Apps and Integration page

2
Navigate to the Templates tab → hover over the template you wish to edit and select the pencil icon and make the required edits → click Save.

Edit email template

Note: You can clone a template to create a similar one, by hovering over the template and clicking on the clone icon.

Clone email template

Delete Email Templates

1
To delete a template, click on your User/Profile icon (top right-hand corner) → Apps and Integrations → under Communications Apps select Email.

Apps and Integrations page

2
Navigate to the Templates tab → hover over the template you wish to delete and select the bin icon.

Delete email template

Note:

  • Email Templates cannot be deleted in bulk.

Use Email Templates

To use the Email Templates, you need to be connected to the Email Sync and the email needs to be sent from OnePageCRM directly to your contacts.


Once you open a new email, click on Template → select the appropriate template → click Send.

Select email and send

Notes:

  • If no contact is selected, any variables in the template will not be populated and stay blank, unless you selected a fallback for it. To ensure these get populated, add the contact email address first.
  • Email Templates can also be used when sending bulk emails.
  • Email templates are only available, once you connect your Gmail/Google Apps mail or Outlook.com/Outlook 365 as your primary mail client.

Email Drafts

The option to create Drafts within the CRM provides you with the flexibility to work on emails at your own pace. You can start drafting an email, save it as a draft, and come back to it later to make any necessary edits or additions before sending it out. This functionality is particularly useful when you need to compose complex or detailed messages that require careful consideration.

Create an Email Draft

1
Once you are connected to either of our two options for the Email syncOpen a new email.
2
Add one or more of the following options to your email:

  • Email address
  • Email Subject
  • Email content, such as text, pictures, attachments, email templates etc.
  • Cc email address
  • Bcc email address
  • The email draft will be saved automatically when you stop typing.

    Draft saved automatically

    Note:  You can also manually save an email as a draft, by clicking on Save at the top of the email pop-up window.

    Manually save draft

    Where to find Email Drafts

    Email drafts can be found on the Contact Page or the Email Page.

    Contact Page

    Open the contact → scroll down, below the Next Action.

    Saved drafts on the Contact Page

    Note:

    • Bulk emails are only accessible on the Email Page.
    Email Page
    Go to the  Email Page → click on the  Drafts folder in the side menu on the left-hand side.

    Drafts on Email Page

    Notes:

    • Drafted emails can also be filtered by team members on the Email Page
    • Email drafts are visible to all Users within your CRM, that have access to the Email Page
      • Focused Users will only be able to see email drafts for contacts owned by them.

    Edit an Email Draft

    1
    Email drafts can be edited on the Contact Page or the Email Page.
    Contact Page

    Open the contact → scroll down, below the Next Action → click on Edit.

    Drafts on the Contact page

    Email Page

    Go to the Email Page → click on the Drafts folder in the left-hand side menu → click on the saved email draft.

    Email page drafts edit

    2
    Make any edits as needed or add an email template in the email pop-up window.
    3
    You can now save the email draft again for later by closing the pop-up window or send the email.

    Send email draft

    Note:

    • Users can only edit their own drafts.

    Delete Email Drafts

    Email drafts can be deleted on the Contact Page or the Email Page.

    Contact Page

    Open the contact → scroll down, below the Next Action → click on Discard.

    Discard email draft

    Email Page
    1
    Go to the Email Page → click on the Drafts folder in the left-hand side menu.

    Email drafts menu

    2
    Email drafts can be deleted individually or in bulk.
  • To delete drafted emails individually hover over the draft with your cursor → click on the bin icon.
  • Delete single draft in the Drafts tab

  • To delete drafted email in bulk, select the appropriate drafts using the bulk selector or individual drafts by selecting the checkbox beside them.
  • Delete multiple drafts in the Drafts tab

    Note:

    • When you delete a User from your account, all the contacts assigned to another user that have email drafts will have the drafts editable by the new Contact Owner.

    Email Signature

    Setting up an Email signature through the Email Sync feature allows you to personalize your emails with a professional touch. You can include your contact information, job title, company logo, or any other details you deem relevant. A well-crafted Email signature not only enhances the overall appearance of your emails but also helps in reinforcing your brand image and credibility.

    Add/Edit an Email Signature

    1
    Go to your User/Profile icon (top right-hand corner) → Select  Apps and Integrations → under Communication Apps go to  Email.

    Apps and Integration Page

    2
    Once connected to our Email sync feature → click on the Configuration tab → scroll down to Enable signature → click on the pencil icon.

    Add signature l click on pencil icon

    3
    Add/Edit your Email signature in the editor using the different tools provided if needed → click Save.

    The toggle will be moved to green automatically, enabling the signature for your emails from the CRM.

    Add/Edit signature

    Notes:

    • You cannot create HTML Email signatures in OnePageCRM. However, if you are connected via an email client fully hosted by Gmail the signature will be imported. If it contains HTML elements, it can be imported with its original formatting.
      • If you choose to Edit this signature containing HTML it will lose its formatting.
      • If you updated your Gmail signature, please disconnect and reconnect again to import the updated signature.

    Enable/Disable the Email Signature

    1
    Go to your User/Profile icon (top right-hand corner) → Select  Apps and Integrations → under Communication Apps go to  Email.

    Apps and Integration Page

    2
    Once connected to our Email sync feature → click on the Configuration tab → scroll down to Enable signature → move the toggle to:
  • green to enable the email signature
  • grey to disable the email signature
  • Enable/Disable email signature

    Email Alias

    The Email Alias feature enables you to create multiple email addresses that all funnel into your primary email account. Email Aliases can be particularly handy for organizing incoming emails, categorizing messages based on their nature, or managing different aspects of your personal and professional life separately within the same inbox.

    Please note that if your account is hosted by Outlook365, only the account types Organization or Education are supported to use email aliases in the CRM. When connecting a personal Outlook365 email account the CRM cannot fetch the Email Alias.

    1
    Go to your User/Profile icon (top right-hand corner) → Select  Apps and Integrations → under Communication Apps go to  Email.

    Apps and Integration Page

    2
    Once connected to our Email sync feature with your email client → click on the Configuration tab.

    Here you can choose which email alias you wish to use → click Make default.

    Email alias make default

    Note:

    • Clicking on the pencil icon next to your Send from Name allows you to edit this name.
    • Alias email addresses are only available if your account is set up on Azure Active Directory. If you have an alias email address set up on your email account, you will have the option to send emails from that alias email address and/or set it as a default.  You can also change the default name associated with each alias email address. 

    Once you select your default email address, it will be shown automatically in the From: when writing a new email from the CRM to your contacts. However, you can still choose between aliases by clicking on the downward arrow beside your email address.

    Note: This change will only be applied to this email.

    New message l email address dropdown

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