Manually associating emails with deals
By default, when you open the Emails related list inside a pipeline record, it will show all the emails sent and received from the contact linked to the pipeline record. There might be situations where this contact is associated with multiple deals. In such cases, when you need to follow up or finalize a deal, you would likely prefer to view emails specific to that deal rather than having all of the contact's emails grouped together. Using this feature, you can link specific emails to their respective deals.
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.
You can perform this action 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.
Inside a pipeline record, under the Emails tab, you can also switch between the "All emails of the contact" view and "Emails linked to this pipeline record", just in case you need it.
When configuring email settings, it's important to consider how sent emails are associated before setting up IMAP. The process follows two distinct scenarios based on the deals associated with a contact:
Automatic linking process:
- Sending mail via Bigin:
- When an email reply originates from a pipeline record within Bigin, it will automatically associate with that specific pipeline record.
- Receiving emails:
- If a contact holds a single open pipeline record in Bigin, the email will link to that respective pipeline record.
- For contacts with multiple open pipeline records, the email will link to the most recently modified pipeline record.
- In cases where the contact previously had a Closed-Lost pipeline record, the email will not link to any pipeline record but will remain stored within the contact's email-related list.
Note
- If a contact is associated with just one deal, any email sent prior to IMAP configuration will be linked to that particular deal.
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