1. Home
  2. Getting started
  3. /
  4. Configuring Simply
  5. /
  6. Advanced functionality
  7. /
  8. Integrations
  9. /
  10. How to manage your emails with Mail Manager in Simply CRM

How to manage your emails with Mail Manager in Simply CRM

Simply CRM has an integrated email client called Mail Manager that allows you to perform various actions – create Leads, Contacts, Organizations, etc. from the emails that you receive.

Once you match the sender’s email ID with a Simply CRM record, you can perform additional actions, such as add tasks, comments etc.

How to use the Simply CRM Mail Manager

Step 1: Configure your incoming mail

You can configure your email provider to send emails directly to your Simply CRM instance. If you’re using Gmail, Yahoo or Fastmail, the mail server name will be filled automatically. However, if you’re using another email provider, you will need to enter the server name or IP address on your own.

To configure your incoming mail server, press on the mail icon in the top right corner. Click on Configure Mailbox and select your email provider in the pop-up window.

If you use Gmail, Yahoo or Fastmail, the mail server name will automatically be populated. You will only need to enter your user name and password.

Click Save to confirm the settings.

Important: If you get the Authentication error while configuring your Gmail account, please refer to this guide to resolve the issue.

In case you’re using an email provider other than Gmail, Yahoo and Fastmail, select the option Other for the Select Account field.

Then, you will need to enter all information manually – this includes the mail server name or IP, the user name, the password, the supported protocol, the SSL options as well as the Certificate Validations field.

Once you enter all the necessary information, press Save to confirm the new settings.

Important: Simply CRM only supports IMAP at the moment.

Step 2: Create new records from your emails

If you receive an email that does not match the email field of an existing record, you can create leads, contacts, organizations, cases, tasks, events or opportunities within the email.

To do that, follow the instructions below.

Open your email. Based on the email ID, the lookup will be made in the Related Records part on the right side of the page.

In case the email doesn’t match any records, click on the Action drop-down menu and select the type of record you want to add.

If necessary, you can edit the values in the resulting pop-up. When you’re done, press Save.

Step 3: Update existing records from your email

In case the email matches an existing record, you can associate a task, event, case or comment with it. Alternatively, you can attach an email to the record.

To update a record from within the email, follow the instructions given below.

Open your email. Based on the email ID, the lookup will be made in the Related Records part on the right side of the page.

In case the email matches an existing record, press on the Actions drop-down menu and select the appropriate option.

Edit the values in the resulting pop-up according to your needs. Press Save to confirm the changes.

Step 4: Perform additional actions

Aside from performing actions on incoming emails, you can execute certain additional operations from the Simply CRM Mail Manager. For example, you can send new emails, reply and forward emails, create drafts, group emails in different folders, etc. You will also have various custom filters available in your email account.

How to send emails

Mail Manager allows you to send out emails directly from Simply CRM.

To send an email, open the Mail Manager by pressing on the Mail icon in the top right corner. Then, click on the Compose button.

In the resulting pop-up, you will be able to enter the recipient email and search for email IDs across records in Simply CRM.

You can also attach files or browse Simply for documents to send.

If you want to send your email later, you can save it as a draft by pressing the Save as Draft button.

You can use the Select Email Template button to use a previously saved template for your current email message.

After you finish composing the email, press Send.

Important: You will have to configure the outgoing server before you start sending emails.

How to view sent emails

You can view all emails that you sent in the appropriate mail folder, e.g. [Gmail/Sent Mails] for Gmail accounts. To view the emails sent from the CRM, you can open the Reports > Email Reports folder.

In the Mail Manager Settings, you can select a folder which will receive a copy of all sent emails. We recommend that you create and use a folder called Sent Mail for this purpose.

Important: The emails in the Sent Mails folder are not necessarily sent from the Simply CRM Mail Manager. This folder contains emails sent from all channels.

Updated on 30/11/2019

Was this article helpful?

Related Articles