Forward or BCC email so it is filed
1. What a filing address does
Every person, deal, contact and organization has its own filing address. BCC it when you email a client, or forward it an email you received, and the email is filed in PetalCRM. You do not need to connect a mailbox for this.
2. Before you start: email reading must be on
Filing addresses exist only while email reading is on for the workspace. A new workspace starts with it on. While it is off, the place where your address would be says so.
An owner or admin turns it on in Administration, then AI features, where Email reading keeps email text for 365 days. To choose how long instead, open Administration, then What is kept; in the Turn on email reading form, read the short summary (what is kept and for how long, that a person approves every suggestion, that you can turn it off any time), open Who runs the model, and where if you want the provider list, then type Keep email text for and pick days, weeks, months or years. The unit starts on days. If emails are already waiting, the form says so and asks whether reading covers them. Press Turn on email reading.
3. Find your own address
Open Settings from the account menu, then Mail and calendar. Under Your filing address, press Copy address.
An email sent to your own address is kept only if it involves someone already in the CRM. For someone new, add them first, or use their deal's own address.
4. File on one deal, person or organization
Open the deal, person or organization. Its page shows Filing address for this deal (or this person, or this organization). Press Copy address.
An email sent to a record's own address is filed on that record even if nobody on it is in the CRM yet.
5. What happens next
- The email appears on the record's timeline.
- If reading your email for deal updates is on, facts in the email (an amount, a date, a next step) become suggestions. Anything taken from a forwarded email waits for your approval.
- If reading your email for deal updates is on, each person on the email who is not in the CRM yet is offered once as a new contact in the approvals on To Do. Nothing is added until you approve it.
- A mistyped address loses the email, with no bounce. Copy the address rather than typing it.
6. Reading your email for deal updates
Your own setting is on Mail and calendar, under Reading your email for deal updates. It switches on by itself the first time you BCC a deal you own, or when you connect a mailbox, and you can Turn on now instead.
If you Turn off, email you send to your deals is still filed against them, but nothing in it is read and nothing is suggested from it. Email filed while this is off is never read, not even after you turn it back on. Only you can turn it back on. The assistant cannot.
7. Email that was turned away
An email can be turned away if it is too large, may contain a virus, has too many attachments, or is a forward inside many forwards. Each record's page and your Mail and calendar page list turned-away email sent there, with the reason and what to do. Owners and admins see the whole workspace's list in Administration, then Email capture.
8. If an address leaks
An owner or admin can stop every filing address in the workspace and issue new ones: Administration, then Email capture, then Change every address…. The old addresses stop working at once, for good, and everyone copies their new address again. There is no way to stop just one address.
9. Forward all your incoming email automatically
If you have not connected a mailbox, Gmail or Outlook.com can forward every email you receive to your own filing address. This brings in incoming email only, from the moment you turn it on. Email you send and email you already have are not brought in; for those, connect your mailbox. As with any email sent to your own address, only email that involves someone already in the CRM is kept.
Open Mail and calendar and find Forward your incoming email automatically, under your filing address.
- Gmail: open Gmail's steps. In Gmail, add your filing address as a forwarding address. Gmail sends a confirmation to that address. Press Show the confirmation code. When the request came from your own sign-in address, it also shows a Confirm forwarding link: press it to confirm in Gmail. Where Gmail's Forwarding section asks for a code instead, type the code there and press Verify. Then turn forwarding on. Each code says which Gmail address asked for it. A request from any other address shows its code and no link. Type that code only if the address is your own and you asked a few minutes ago: anyone can ask Gmail to forward their email to your address. A code and its link are shown for three days.
- Outlook.com: open Outlook.com's steps. Outlook.com asks for no code.
- A Microsoft 365 work or school account: Microsoft 365 usually blocks forwarding to outside addresses. Your Microsoft 365 administrator has to allow it first.