Admin Guide: Employee Email Management

Email Server Configuration

The Employee Email Service in ShareCRM provides email proxy and management capabilities. Please note that ShareCRM is not an email service provider itself. Before using the email feature, employees must have an existing email address and corresponding account credentials.

After binding their corporate email accounts, employees can receive new email notifications within ShareCRM, and manage email reception, viewing, sending, and organization through the Email application.

System administrators can configure corporate email server settings centrally. This allows employees to simply enter their email credentials during binding—once authenticated by the mail server, the binding completes automatically.

Administrator Setup Path:
Admin Console > Email Management > Employee Email
Enable “Employees Use Corporate Email” under Corporate Email Management as shown below:

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Click “Configure” next to “Email Server Information” to access detailed server settings:

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Configuration Notes: - For common email providers (e.g., Tencent Enterprise Email, Alibaba Cloud Enterprise Email), the system auto-populates incoming mail server and SMTP server addresses/ports - Authentication Type: OAuth2.0 (refer to Tencent Enterprise Email OAuth2.0 setup guide)

1.1 Custom Corporate Email Servers

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For enterprises using non-standard email servers (other than Tencent Enterprise Email or Microsoft 365), consult your email administrator for incoming/SMTP server addresses and ports.

Email Archiving Configuration

2.1 Enabling Employee Email Archiving

1) Key Benefits

• Synchronizes all business email communications between employees and customers into CRM
• Displays complete communication timelines (including email threads) on Account, Contact, Lead, and Opportunity records
• Enables AI-powered analysis of all activities (including emails) to generate actionable insights

2) Setup Procedure

Admin Console > Email Management > Employee Email
Enable “CRM Object Email Archiving” under Email Archiving Management:

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2.2 Auto-Generating Sales Activities from Emails

Automatically Convert Emails into Sales Activities
1. Navigate to Admin Console > Email Management > Employee Email
2. After enabling “CRM Object Email Archiving”, toggle “Generate Sales Activities from Emails”
3. Create auto-generation rules. When emails are archived to selected objects (Account, Contact, Lead, Opportunity 2.0) meeting specified conditions (default: all), the system creates corresponding sales activities

Note: This feature is reversible (can be disabled after enabling). Maximum 10 rules execute top-down, creating only one activity per object instance.

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Additional Notes

• Email Marketing:
  Employee Email is designed for 1:1 customer communications. For bulk email campaigns, use the Email Marketing module in ShareMarketing.