Lesson 1: E-mail integration
People are essential to the business. That’s the plain fact. They all play a particular role to boost up your company’s performance. Most likely, they are well organized, divided into groups, they share some data…
The same applies to all your resources. Note that resources and systems your company relies on, have a defined role just like your employees. And as much as your employees, it is necessary for them to communicate to bring greater and faster results.
E-mail integration is one of the most useful features every CRM system should have. And guess what, one of the things that make Resco CRM so dazzling is the way it blends with other smart tools.
And that’s the way to enjoy Resco CRM – as its best. Importing and managing email contacts in Resco CRM is no science. You just have to take the first step.
And that is why today’s lesson is all about integrating e-mails into your Resco CRM.
Step 1 Enable e-mail
I assume you are already familiar with Resco CRM client, but still wonder how to work with e-mails directly from here. Login to your account and let the journey start!
Before making any imports, changes or fusions, make sure to let the e-mail be a part of your Resco CRM system.
Once you login, you will have to customize the default project. First, hit the Settings button and you are about to choose the third option: Configure the system and then simply Enable email. Exchange integration option, right underneath with an empty window, calls for an answer. What is the e-mail you’d like to transfer them from? Type the url of an exchange server into an empty box. That applies when you want to sync your exchange contacts. Therefore, there is no need to type in your Gmail account.
Step 2 Google or/and Exchange Integration
Now, let’s get back to where all the customizing starts. Go Home, hit Customize in the right upper corner and you should bump into the Project: default.
Ok, but there is no mention of an e-mail here. Clicking on More button might be the way to go. Forth one in a row is the E-mail integration option. I recommend to try this one. Now we are driven to decide whether we prefer to work with our Exchange or Gmail data or we stick to both.
Don’t forget to Save and close it.
Step 3 Arrange the item
The changes are published.
Now go back to web client, return home. As you can see, the e-mail entity is there, successfully brought to life.
But do you like that it’s placed down there? What if it is a high priority? Well then the e-mail should hit your eyes faster. How to move this entity up in the list?
What we do again is customizing. After hitting that button, you are clearly served with an option to arrange the items. This is what pops out on your screen then:
The moving up or down is more than easy. In this case, you always click on the title you’d like to work with. E-mail messages were on the very bottom before, but we want them, let’s say right after Dashboard Entity. Click on the Up icon and place E-mail just where you wanted it to be. Save and close it and publish afterwards – as always when getting down to any kind of such changes.
Step 4 Sync in your inbox
Let’s see if it looks as desired now. Perfect: E-mail is well placed, but something is missing here. That’s right. All of your received and sent e-mails from Gmail inbox are still not there. How come?
Well, because you didn’t put them in there yet. But you can change that in just few seconds and couple of clicks. Scroll your eyes a few (6 to be exact) fields down in the list to choose the Setup option. Setup will open up little window just like this one for you:
Click to login to your Google account. Then you will be requested for a permission. Just go ahead and accept it.
Now, you can Save it by clicking the save icon in the right top corner.
Let’s have a look if some magic happened. And here it is, your complete inbox in Resco CRM system. But guess what? There is so much more to this.
Step 5 Work with those emails
Just so you know, it is great to have your e-mails in CRM system. But that’s not enough. Here is what you are able to do with your e-mail messages in Resco CRM:
Reply, forward or mark the message as unread
Associate your e-mails with Deals, Accounts and Contacts
You can also use this e-mail integration option to directly work with the other data of your accounts or deals. For instance, when you select regarding, you can choose the deal this message is related to. If it is a deal of Futura Tours, I can also go straight to all its details.
You are able to create contacts, deals or accounts directly this way. Just click on the e-mail detail of a person you received the message from and select whether you would like to create a Contact or an Account and edit all the information about it.
Share your messages within the team
If only all the people on my team could see this particular mail, so I wouldn’t have to send it to them each time with a new message. Oh wait a second, if I save it, the email will immediately appear in the database of my company. After this saving – tracking an email to the database, the whole team can see the entire communication with a selected contact.
Track the e-mails with an account at once
The whole e-mail communication with one contact is saved in the contact field as well. Going back to account, sticking with the deal of Futura Tours, we can open this one. In the right bottom box Activities, we can select to have a closer capture of this deal related e-mail information we have. Like this:
Still missing something?
Indeed, you might prefer to have all of your messages in one inbox. Preferably Resco CRM inbox.
We fuse exchange data almost the same we like did with the Google ones. Remember?
Customize, meaning return to the Project: default. Go to e-mail integration (refresher – click on more option to view the selection of other options). Here tick the box next to Exchange integration and leave everything else the way it was.
Save, close, publish, home, e-mail messages.
Now you want to do the same steps as when we were syncing Google contacts. Before the messages are places in the Resco CRM inbox along with the ones from Gmail, you need to do the quick setup.
Here the same windows as before pops out, by simply ticking Exchange and login with your credentials just like this:
And that is it! And now, when we cracked this nut together, you are one step closer to benefit from e-mail integration and learn how it can simplify your life.
Remember, United we stand: A single database with common data elements is much easier to manage than having two different systems.
Liked such benefits of united systems for your business, but still haven’t tried Resco CRM yourself? Sign up for a free trial and see why Resco CRM makes sense.