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2018/04/15

How to manage incoming and outgoing emails with Simple CRM?

Simple CRM offers several ways to manage incoming and outgoing emails, to stay as close as possible to your work habits.

Management of incoming emails (=reception)
1) If you are using Gmail, Google Apps, Outlook Online, Outlook 365 or Amen email
In case you usually use a Gmail or Google Apps email address, it is not necessary to store emails in Simple CRM.

Use the magnifying glass icon to search Gmail or Google Apps, directly from Simple CRM, for emails exchanged with a contact (see "Searching emails in Simple CRM" below.

Alternatively, you can also store your important emails in Simple CRM (see below).

2) If you use an email other than Gmail, Google Apps, Outlook Online, Outlook 365 or Amen
The easiest way to store incoming emails in Simple CRM is to forward each email to be stored in your Simple CRM email address.

You will find this email address in the user list (top menu -> Admin -> User list).

Every time you receive an important email on your usual email address, forward the email to your Simple CRM email address.

Then, in Simple CRM, go to the Simple CRM desktop module (top menu -> Simple CRM desktop) or in the Interaction module (top menu -> Interaction).
Then click on the button "Check inbox".
Each email received in your Simple CRM mailbox is transformed into a "0 - Email" interaction, and placed in the "Open" state.

Open each interaction created and qualify it (contact, company, type, state...).
Any email attachments are stored in the interaction (below the interaction form).

Management of outgoing emails (=sending)
Technically speaking, Simple CRM does not send emails. In order not to impose a change in your work habits, Simple CRM uses your usual email software by opening a new message window and automatically setting the recipient's email address, subject, and email text.

To prepare an email to send from Simple CRM, there are several solutions.

1) From a contact card
If you have entered a contact's personal email address, this email address appears on the contact's file. Simply click on the email address to open a new message window in your usual email software.



Similarly, if you have entered a contact's business email address, click the Email icon next to the email address.


2) From a list of contacts or interactions
From a contact list, click the contact's email address.



From an interaction list, move your mouse over the "Info" icon of the contact.


A tooltip appears, click on the corresponding "Email" icon.




3) Using Simple CRM email templates
You will find an explanation of how to use the email templates on this page: http://comment-utiliser-simple-crm.blogspot.fr/2014/03/comment-faire-pour-que-simple-crm.html

4) Store outgoing emails
If you want to store the emails you send to a contact, configure your email software to automatically send a copy of each email you send, to your Simple CRM mailbox.
You will find the configuration information below:
For Microsoft Outlook
For Mozilla Thunderbird: go to the "Edit" menu: "Account settings" then for the desired account under "Copies and folders" there is a field under "When sending messages, automatically" where you can specify the copy and hidden copy addresses to automatically send emails to.
For GMail webmails, this configuration is useless (see below).

Search emails in Simple CRM
1) If you are using Gmail, Google Apps, Outlook Online, Outlook 365 or Amen email

You must first tell Simple CRM who your email provider is:
go to the Admin module (menu up -> Admin)
if you are a Simple CRM Administrator, click on your username
in the "Webmail search" field, select your email provider
click on the "Save" button

Once your email provider is configured:

Use the magnifying glass icon to search Gmail or Google Apps, directly from Simple CRM, for emails exchanged with a contact.



From a list:



2) If you use email other than GMail, Google Apps, Outlook Online, Outlook 365 or Amen
Using email forwarding to the Simple CRM inbox (see "Managing incoming emails" above), emails are stored in your Simple CRM database.
As you qualified the incoming emails, you can then search for them by consulting the contact or company file linked to the email.


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