Marketing Automation - Mail Manager

Mail Manager

Step 1: Configuring Your Incoming Mail Server

Select your email provider to receive all emails right in your BzCRM. If your email provider is either Gmail, Yahoo, or Fastmail, then mail server name will be automatically populated. Otherwise, you will have to provide server name or IP address manually.

Follow few simple instructions to configure email provider

  1. Click icon
  2. Click Mail Manager under ESSENTIALS. You will be navigated to Configure Mailbox page

  1. Click Configure Mailbox from the popup screen Select your email provider
  2. Mail Server Name will be automatically populated for Gmail, Yahoo, and Fast mail
  3. Provide your Username and Password
  4. Provide Refresh time
  5. Click Save

Note!
  1. If you have Authentication error while configuring Gmail. Refer Authentication error while configuring Mail Manager with Gmail login
  2. If your mailbox is not configured yet, you’ll be navigated to Settings. In case if your mailbox is already configured, you can find Settings on the left.

If your email provider name is not listed (e.g., Aol), click on Select Account Type drop-down and select Other

  1. Click icon
  2. Click Mail Manager under ESSENTIALS, Select Account click drop-down and select Other
  3. Provide Mail Server Name or IP (e.g., imap.aol.com for Aol)
  4. Provide your Username and Password
  5. Select protocol supported by your email provider
  6. Enable SSL option supported by your email provider
  7. Provide validate certificate if you have any
  8. Provide Refresh Time
  9. Click Save

Notice! BzCRM only supports IMAP. POP3 is not supported yet.

Step 2: Creating New Records From Your Emails

If the email you receive doesn’t match the email field of existing records in your Bz CRM, you can create either Leads, Contacts, Organizations, Case, Task, Event or an Opportunity from within your email.

Follow few simple instructions to create records from within your email

  1. Click on your email to open
  2. On the right side of page, under Related Records, lookup is made basing upon email id
  3. If email doesn’t match, click on Actions drop-down
  4. Click on either ​Add Contact or Add Organization or Add Lead or Add Case or Add Task or Add Event or Add Opportunity
  5. Modify values in the pop-up, if necessary
  6. Click Save

Step 3: Updating Existing Record From Within Your Email

If email matches with the existing record in your BzCRM, you can associate a Task, Event, Case, Comment or Attach an email to the record.

Follow few simple instructions to update record from within your email

  1. Click on your email to open
  2. On the right side of page, under Related Records, lookup is made based on email id
  3. If email matches, click on Actions drop-down
  4. Click on either select Add Task or Add Event or Add Case or Add Comment or Attach email
  5. Modify values in the pop-up, if necessary
  6. Click Save

Step 4: More Actions

Apart from managing operations on incoming emails, you can perform more operations like sending out emails, replying and forwarding emails, searching, grouping all emails sent from BzCRM under different folders, saving drafts, etc. Custom filters in your email account will also be displayed. You can move emails in and across those folders.

Sending Out Emails

Follow few simple instructions to send out emails from Mail Manager

  1. Click Mail Manager under ESSENTIALS
  2. Click Compose
  3. Enter recipient’s email in To Field. Click on folder next to To Field to search for email ids across records in BzCRM
  4. You can also attach files to your email. Click Upload to attach files from your machine, Click Select Documents to attach files saved in your Documents module.
  5. Click Save Now to save your email in Drafts. You can send out those emails later.
  6. Click Select Email Template to populate previously saved email templates
  7. You can also have rich text, images, tables, etc. in email body
  8. After composing email, click Send
Notice!
  1. You will have to first configure your Outgoing Server before sending out emails from Mail Manager
  2. Emails will be sent from Outgoing Server configured email address. If the From field is left empty, the Reply To field will pick up the primary email id from My Preferences to send the email.

Sent Mails

All the emails that are sent from BzCRM will be displayed under [Gmail/Send Mails] (for Gmail account). Emails sent from the CRM can be seen under Reports > Email Reports folder.

Also, in Mail Manager Settings, you can choose which folder in your email account, do you want to copy the sent emails. We recommend having a folder called Sent Mail in your Email account and choose that folder in Mail Manager.

Notice!
  1. The emails displayed in Sent Mails will not necessarily be sent from Mail Manager, it can be sent from any email sending channels.