E-mailing Contacts

N.B. Left click any image to expand:

There are 3 ways to store contact emails on the contact record:

1. Send email direct from contact page via your mail client
2. Use BCC address in any email you send from your mail client
3. Merge a template direct from the contact page and send through the CRM

1. Sending email direct from the contact page via your mail client:
Load the contact, click the 'envelope' icon Fig.1 above the contact's e-mail address. Please note - the envelope icon will only display where the e-mail address field is populated.

 

This will open an e-mail window within your chosen default e-mail client. (please note that this is set by your browser. If it does not open where you expect, please Google "mailto: setup in xxx browser for xxx mail client and follow the steps to complete the setup.)
The 'To' field is completed with the e-mail address of the contact selected Fig.2, the 'BCC' address will appear as 'attach+"your CRM name"@yapcrm.com'. When you send the e-mail, a copy will be sent to YapCRM's servers, and the e-mail will be attached to the CRM contact..

Replies from the recipient will not attach to the contact. To attach replies to the contact in the CRM, forward the reply to the 'BCC' address 'attach+"your CRM name"@yapcrm.com' Fig.3. Please note, the CRM process for attaching e-mails is run automatically every half an hour, so the attachment may not be visible within the CRM instantaneously

2. Use BCC address in any email you send from your mail client
Open up an email in your mail client, in the 'To:' field, write the email address of the client (ensure this is the same as in the CRM) and in the 'BCC:' field write 'attach+"your CRM name"@yapcrm.com' Fig.2. Write & send email as normal.


3. Merge a template direct from the contact page and send through the CRM
Load the contact, click 'Merge' Fig.4 and click 'Email' Fig.5

Select the required template from the Template Manager folder and template. Click 'Load'. Fig.6

The template will appear with the merge fields Fig.7 (1), with the details of the template on the left Fig.7 (2), click 'Preview' to see the merge fields complete Fig.7 (3) and click 'Schedule' to send the email Fig.7 (4)

Click 'Schedule' to send the email. For more information on the Merge functionality, please refer to 'Sending bulk emails''.

Any e-mails sent from the CRM or forwarded to the CRM with the contact e-mail address in the body of the e-mail will be visible on the Email tab Fig.9 (1), this includes e-mails sent when 'Tasks' have been created and e-mails for the Task participants opted in. To view details of the e-mails, left click the envelope icons Fig.9 (2).