1. Overview

The Email feature allows users to manage all email activities directly within the CRM by connecting their Gmail or Outlook accounts. Users can send and receive emails, utilize templates, schedule delivery, create automated nurture sequences (Email Sequences), track open/click rates, and manage the entire communication history right inside the corresponding Lead, Contact, Account, or Opportunity. This enables sales reps to work more efficiently within a single centralized system without constantly switching between their email client and the CRM.

2. Instructions

2.1. Connecting and Syncing Your Email

Connect your Gmail or Outlook to OplaCRM to view and handle emails directly within the platform. Emails are synced automatically in real-time, supporting multiple accounts simultaneously and organizing them into familiar folders: Inbox, Sent, Starred, and Archived.

• Go to Personal Settings and select Email Accounts;

• Choose the email service you'd like to connect, such as Gmail or Outlook.

• • Note: OplaCRM is currently working with Google to complete the app verification process, which is expected to be finalized soon. In the meantime, if you see the verification warning, simply click Advanced and select "Go to OplaCRM | Solution for B2B Sales" to continue connecting your Gmail account.

• Configure your sync options (1), click Save Settings (2), and select Sync Now (3).

Key Sync Settings to Note:

• Sync Scope:
• • CRM Contacts Only: The system will only log emails associated with contacts that already exist in the CRM. This option keeps your mailbox clean and prevents spam or personal emails from cluttering the system.
  • All Emails: Logs every incoming and outgoing email from your mailbox.
• Sync Starting From: Choose how far back you want the system to retrieve data. You can look back 1 month, 3 months, or select All Time to import your historical data into the CRM.
• Email Sharing:
• • Follow deal RBAC: Colleagues who have access to that specific account, contact, or opportunity will be able to view the email history for seamless collaboration.
  • Private: Only you can view the content of these emails.
• Sync Folders: You can choose to sync only the Inbox and Sent folders to save storage space, or select additional folders as needed.

2.2. Setting Up Your Email Signature

• Input your email signature and click Save Signature to complete the setup.

2.3. Composing & Sending Emails

Compose emails using a fully featured editor—supporting text formatting, file attachments, and inline images. Additionally, you can send mass emails to multiple recipients or schedule them to be sent at the most optimal time.

2.4. Templates

Save frequently used emails as templates for quick reuse. Templates can be kept private for individual use or shared across the entire team.

2.5. CRM Profile Integration

Emails are automatically linked to the corresponding Lead, Contact, Account, or Opportunity based on the email address. All communications are logged in the activity history of each profile—helping the entire team get a complete picture of every customer.

2.6. Email Sequences (coming soon...)

Create automated email sequences based on a set schedule—the system will deliver them at the right time without requiring manual intervention. Key highlights include:

• Setting intervals between delivery steps, with options to skip weekends.
• A/B testing email subject lines to optimize open rates.
• Automating content personalization based on the lead's name, company, and assigned owner.
• Bulk enrolling leads or pausing a sequence for any lead at any time.

2.7. Email Tracking (coming soon...)

Monitor post-delivery performance: see whether customers have opened your email, how many times they opened it, and which links they clicked. This information is displayed directly on each email within your inbox.

2.8. Reporting & Analytics (coming soon...)

Track the email performance of the entire team, including total emails sent, open rates, click rates, and leaderboards for team members. For Email Sequences, you also get dedicated reports to evaluate the effectiveness of each campaign.