Manage your Email in Bigin | Online Help - Bigin by Zoho CRM
Emails are the most popular modes of communication in any business. By configuring your email account in Bigin, you can view and respond to emails related to a contact or account right from Bigin - no more switching back and forth between your email and Bigin account.
IMAP (Internet Message Access Protocol) is a standard email protocol, that stores the messages on the server, but allows you to send and manage your messages right from Bigin. The main advantage is that, you can sync your emails across various devices.
Configuring IMAP account
Our older version of Email configuration for Microsoft 365 and Gmail requires you to generate app specific password. The new version supports direct login to your Microsoft 365 and Gmail accounts eliminating the need to generate app-specific password. Write to firstname.lastname@example.org to move to the new version.
Go to Settings ( ) > Email. Choose one from the popular email services.
For Gmail, Microsoft 365 and Outlook Mail services, sign in to the respective email account directly from Bigin.
For Zoho Mail and Other Mail, enter Username, Email Address, Password and click Continue. Some Email services require an app-specific password to configure in Bigin. To learn more about app-specific passwords, read Generate App Specific Passwords.
Click Server Details to view the Incoming and Outgoing server details. This is automatically filled up for you. If you are configuring IMAP for 'Other mail' you must enter the server details manually.
Choose Email Sharing Permissions. You can choose from: Private - Conversation with your customers will be visible only to you. Public - Anyone can view the conversation.
Manually associating emails to deals
All emails sent to customers are listed in the related lists of both the Contacts and Pipeline modules. There might be situations where a contact you're managing is associated with multiple deals. In such cases, when you need to follow up or finalize a deal, you would likely prefer to have emails clearly labeled for each specific deal, rather than having all of the contact's emails grouped together. This feature assists in connecting emails with their respective deals.
You can differentiate between emails in the Pipeline module, including emails sent by the contact and emails associated with the pipeline's record (Deal).
To associate an email with a particular deal, hover over the email subject and click the link button. A list of deals associated with the contact will be displayed; choose the deal to which you want to link the email.
This action can be performed from both the Contacts and Pipeline modules.
Once you link an email to a deal, a new icon will be displayed next to the email, indicating the association. You can always unlink the email or link it to another deal.
To unlink an email: Hover over the email's subject and click "Unlink Pipeline Record(s)."
To change the deal: Hover over the email's subject and click "Change Pipeline Record."
When configuring email settings, it's important to consider how sent mail is associated before setting up IMAP. The process follows two distinct scenarios based on the deals associated with a contact:
Single Deals : If a contact is associated with just one deal, any sent mail sent prior to IMAP configuration will be linked to that particular deal.
Multiple Deals : In the case where a contact is associated with multiple deals, the sent mail will be linked to the last modified deal among the multiple deals associated with that contact. This ensures that the email correspondence is appropriately tied to the most recent deal activity.
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