ProjectMark's integration capabilities are designed to streamline your workflow and ensure seamless connectivity between your essential tools. A key aspect of this is the Email Sync feature, found within the Integrations section of your ProjectMark settings. This powerful tool allows you to link your email communications directly with your CRM, ensuring important conversations are automatically recorded and associated with the relevant contacts, companies, and opportunities. This article will guide you through the various options available within the Email Sync settings, empowering you to customize how ProjectMark interacts with your email.
Navigating to Email Sync Settings:
- Click on the Settings icon, typically located in the bottom left corner of your ProjectMark interface.
- In the left-hand navigation menu under Settings, locate and expand the Integration section.
- Within the Integration section, click on Email.
- Finally, select Email Sync to access the settings discussed below.
Understanding Your Email Sync Options:
Once you've navigated to the Email Sync settings, you'll find several key features to configure:
1. Automatic Email Association within the Outlook Plugin:
ProjectMark offers a convenient Outlook Add-in that enhances email integration directly within your Microsoft Outlook environment. The Automatic Email Association feature within the plugin, when enabled, takes the hassle out of manually linking emails.
- Functionality: When this option is toggled ON, the Outlook Add-in will automatically attempt to associate outgoing and incoming emails with existing Contact, Company, and Opportunity records within ProjectMark. This association is based on the email addresses of the recipients and senders.
- Benefits: This automatic linking saves you time and ensures that all relevant email communication is captured within the CRM, providing a complete history of interactions without requiring any manual action on your part within Outlook.
2. Outlook Add-in Email Association (Enabling the Plugin):
This setting controls the core functionality of the ProjectMark Outlook Add-in itself.
- Functionality: When the Outlook Add-in Email Association toggle is switched ON, it activates the plugin's ability to associate emails with ProjectMark records. You'll also find a link to download the ProjectMark Outlook Add-in directly from this section, allowing you to install it in your Outlook application.
- Benefits: Enabling this feature is the foundation for leveraging the seamless integration between your email and ProjectMark. It allows you to track emails directly from Outlook and access ProjectMark information within your email client.
3. Never Log List: Creating Exceptions for Email Addresses and Domains:
Recognizing that not all email communication needs to be tracked within your CRM, ProjectMark provides a Never Log List. This feature allows you to specify email addresses and entire domains that should be excluded from automatic association.
- Functionality: In the designated text field, you can enter specific email addresses (e.g., personal email addresses) or entire domains (e.g., @internal-support.com) that you want ProjectMark to ignore during automatic email association. Simply type the email address or domain and press Enter to add it to the list.
- Benefits: This feature helps to keep your ProjectMark CRM focused on relevant business communications by preventing the logging of personal or internal emails that are not pertinent to your client relationships or opportunities.
4. Filtering Type of Block and View:
ProjectMark provides options to control how email addresses and domains are managed within the "Never Log List," offering flexibility in how exceptions are applied.
- Type: This dropdown allows you to specify the type of blocking rule you are creating:
- All: This option will block the specified email address or domain for all users within your ProjectMark instance.
- Blocked for everyone: This functions identically to "All," preventing logging for all users.
- Blocked only for me: This option allows you to create personal exceptions. Email addresses or domains added with this setting will not be logged for your user account but might still be logged for other team members if they haven't added the same exception.
- View: This dropdown controls how the "Never Log List" is displayed:
- All: Shows all email addresses and domains currently on the "Never Log List," regardless of who created the exception.
- Only Emails: Displays only individual email addresses that have been added to the exception list.
- Only Domains: Shows only entire domains that have been added to the exception list.
These filtering options provide granular control over managing your email logging exceptions, allowing for both organization-wide and personal preferences.
5. Email Signature Linking for Outgoing Mails Created Within ProjectMark:
ProjectMark offers the ability to link your email signature to outgoing emails that you compose directly within the CRM.
- Functionality: The text area provided allows you to input your desired email signature. When you compose an email from within ProjectMark (e.g., when sending an email related to a contact or opportunity), this signature can be automatically included at the bottom of your message.
- Benefits: This feature ensures consistent and professional branding for all your communications sent directly from ProjectMark, saving you the effort of manually adding your signature to each email.
6. Including/Excluding the Email Signature:
You have control over whether or not your configured email signature is included in emails sent from ProjectMark.
- Functionality: A checkbox or toggle is typically provided below the email signature text area. When this option is enabled (checked or toggled ON), your signature will be automatically appended to outgoing emails composed within ProjectMark. When disabled (unchecked or toggled OFF), the signature will not be included.
- Benefits: This provides flexibility, allowing you to omit your signature in specific situations where it might not be appropriate or necessary.
Remember to Save Your Changes!
It is crucial to remember that any changes you make to the Email Sync settings will only be applied once you click the Save Email Settings button, located in the bottom right corner of the page. Ensure you click this button after configuring your desired options to ensure your preferences are saved and implemented.
By carefully configuring the Email Sync settings within ProjectMark, you can create a seamless and efficient connection between your email communications and your CRM data, ultimately enhancing your productivity and providing a comprehensive view of your client interactions.
