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.
In this article: | |
Email Templates | Email Signature |
Email Drafts | Email Alias (hosted via Gmail email client only) |
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 | Edit Email Templates |
Add Variables to Email Templates | Delete Email Templates |
Attach Files to Email Templates | Use Email Templates |
Create Email Templates
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.
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.
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:
- First name
- Last name
- Full name
- Organization name
- Job title
- Quote block
- Contact address
- Contact or Organization Custom Fields
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:
To remove a file, hover over the attachment and select the bin icon.
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
Note: You can clone a template to create a similar one, by hovering over the template and clicking on the clone icon.
Delete Email Templates
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.
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
The email draft will be saved automatically when you stop typing.
Note: You can also manually save an email as a draft, by clicking on Save at the top of the email pop-up window.
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.
Note:
- Bulk emails are only accessible on the Email Page.
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
Contact Page
Open the contact → scroll down, below the Next Action → click on Edit.
Email Page
Go to the Email Page → click on the Drafts folder in the left-hand side menu → click on the saved 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.
Email Page
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
The toggle will be moved to green automatically, enabling the signature for your emails from the CRM.
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
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.
Here you can choose which email alias you wish to use → click 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.