Permission Required

Users with the BCC Dropbox permission in profile can access this feature.

By default, for Administrator and Standard profiles, the BCC Dropbox permission will be enabled. 

The BCC Dropbox email address can be used only for the Leads and Contacts modules, i.e. you can associate the sent emails only to the leads or contacts based on the settings. Go to Setup > Channels > Email > BCC Dropbox to find your BCC Dropbox email address. Additionally, you will also have the option to:

• Specify the search pattern - Based on the option selected to search the recipient's email address in CRM, the emails will be associated to the right record. You will have the option to search for the recipient's email address in either one of the modules (Leads or Contacts) or search in both the modules. If the recipient's email address does not match a lead or contact in CRM, a new record can be created. If you do not have the permission to the Leads or Contacts tab, the Edit Search Pattern link will not be available.
  
• Download the email address as a vCard - This would help you store the BCC Dropbox email address elsewhere to access it whenever required.
  
• Regenerate the email address - Whenever required, you can regenerate the unique BCC Dropbox email address.
  
• Specify your email address - You can specify the email addresses that you use for business. Only emails sent from these email addresses mentioned by you will be associated to the leads/contacts in Zoho CRM.
  
• Verify your email address: To ensure deliverability and security, the email addresses have to be verified.

Note

1. The per day email processing limit for an organization is:
   
2. Starter Edition - 5000 emails
   
3. Standard Edition - 10000 emails
   
4. Professional and above - Unlimited emails
   

Enabling BCC Dropbox

By default, this feature will be enabled for the Administrator and Standard profiles. User with the Manage Profiles permission can activate this feature for users in other profiles.

To enable BCC Dropbox

1. Go to profiles settings.
   
2. Choose the profile for which you want to enable BCC dropbox. 
   
3. In profile permission, under Email & Templates, enable BCC Dropbox checkbox in the Email & Chat settings.

Specify Search Pattern

The Search Pattern has three options that will help you decide where to search the recipient's email address, in the Leads/Contacts module or in both the modules. Based on this option, Zoho CRM will search the matching record and associate the email to the record.

To specify search pattern

1. Click  Setup > Channels > Email > BCC Dropbox.
   
2. In the BCC Dropbox page, click the Edit Search Pattern link.
   
3. In the Edit Search Pattern pop-up box, choose one of the following:
   
   • Search in Contacts, if not found create a new Contact - CRM will search for the recipient's email address only in the Contacts module. If no matching records are found, a contact will be created.
     
   • Search in Leads, if not found create a new Lead - CRM will search for the recipient's email address only in the Leads module. If no matching records are found, a lead will be created.
     
   • Search in Contacts, if not found search in Leads, still not found, then[Select option from the drop-down list] - CRM will search for the recipient's email address first in the Contacts module. If no matching records are found, it will be searched in the Leads module. If there are still no matching results, you can choose an action item from the following:
     
     • Create a Lead
       
     • Create a Contact
       
4. Click Done.
   

Note

1. If you do not have the permission to the Leads or Contacts tab, the Edit Search Pattern link will not be available.
   
2. When no matching records are found, the recipient’s email address will be used to create a record. The email address will be used in both the Email and the Last Name fields to create the record.
   
   For example, charless@zillum.com will be the value for both the Email and LastName fields in the record that is created.
   

Verify your email addresses

1. Go to Setup > Channels > Email > BCC Dropbox.
   
2. After you have provided the Search Pattern, add the email addresses.
   
3. Once you have added, you would be asked to verify. Click on the Click to Verify CTA.
   
4. This will trigger a verification code to the email added. Enter the code and click Verify.
   
5. The added email address will be verified instantly. The verification status will display a tick mark, and emails from this email will be synchronized with the records.
   

Note:

1. If you have used this email address in other areas of emails in Zoho CRM, and if they are already authenticated, the address will automatically be verified for the BCC Dropbox feature.
   
2. If you have email addresses that are not verified yet, click Initiate Verification to verify.
3. The verification code is valid for 15 days from the day of initiation.
   

Verification statuses displayed for reference:

1. A tick mark ✅ symbolizes the added email address is verified for BCC usage.
   
2. The "Click to verify" CTA calls the users to verify their email address. This appears when you add a new email ID to the list of approved email addresses.
   
3. The "Initiate verification" status is for users and email addresses that are using BCC dropbox at the moment. To achieve future email-to-record synchronization, you have to verify your existing email addresses.
   

Send Emails Using BCC Email Address

Only those email address(es) that are added to the verified email address list will be associated to the leads/ contacts in Zoho CRM.

To send emails using BCC email address

1. Go to your mail account and compose an email to your customer.
   
2. In the To field, enter your customer’s email address.
   
3. In the Bcc field, specify the BCC Dropbox email address. You can obtain the BCC Dropbox email address from under Setup > Channels > Email > BCC Dropbox.
   
   
   
4. Send your email to the customer(s).
   
   Based on the search pattern specified, the email sent to the customer will be associated to the right lead/contact in Zoho CRM.
   
   

Note

1. Only those addresses that are verified will be authorized to use the BCC dropbox. If the email address that you are using is the same as those that are used in other email services and if they are authenticated, then they will be verified for BCC Dropbox automatically.
   
2. The attachment(s) in the email should not exceed a total of 10MB.
   
3. It may take a maximum of 3 minutes for the emails to get associated to the leads or contacts in CRM.
   
4. The emails will be listed under Sent Emails from CRM option in the drop-down.
   

Regenerate BCC Dropbox Email Address

To regenerate BCC Dropbox email address

1. Click  Setup > Channels > Email > BCC Dropbox.
   
2. In the BCC Dropbox page, click the Regenerate link.
   
   The new unique email address will be generated.