Email Application

ShareCRM’s Mail app is a simple, lightweight email client that integrates seamlessly with the CRM. Employees can receive and send emails using the Mail app, and forward messages to Chats, Feeds, CRM objects, and Opportunity records to collaborate efficiently with colleagues.

Usage notes:

1) The company mail server allows different mail clients to send and receive mail via standard mail protocols, so you can continue using other mail clients such as Foxmail or Outlook. ShareCRM’s Mail app does not delete messages from the company mail server; the server retains historical mail according to its own retention policy.

2) If the administrator enables “CRM object email logging,” once employees bind their mailbox, emails between employees and customers will automatically log into the Email object and be associated with Account, Contact, Leads, and Opportunity.

3) The Mail app periodically connects to the mail server to fetch new mail; by default it syncs every 5 minutes. You can click the refresh button to fetch the latest messages immediately.

4) The Mail app supports multiple Terminal types (Web/Android/iPhone).

1. Employee Mailbox Binding

Employees must bind their mailbox before using the Mail app.

The Mail app is accessible from the main navigation under “More.” First-time users will be prompted to bind their mailbox, as shown below:

Mailbox account binding prompt

Note: Each employee can bind only one mailbox.

2. Mail App — Web

ShareCRM’s Mail app differentiates itself from other mail clients by its deep integration with CRM workflows.

• Senders and recipients can be quickly saved as CRM Contact
• Sender/recipient addresses automatically match the company Contacts and Account Contacts
• When composing mail, the app suggests colleague email addresses from the company Contacts and customer Contact addresses
• Support for quick forwarding of emails to ShareCRM Chats and Feeds for easier communication
• Support for automatic logging of employee emails into the CRM
• Support for sending emails directly from within CRM objects

2.1 Save an Email Address as a CRM Contact

To save an email address as a CRM Contact, hover over the email address, select More Actions → Save as CRM Contact. The address will be saved as a Contact in the CRM.

Quickly save an email address as a CRM Contact

2.2 Correspondence

Hover over a Contact and click “Correspondence” on the pop-up card to view the list of exchanged emails with that person.

Contact card — Correspondence entry

2.3 Forward Emails to Chats, Tasks, Calendar, and Opportunity Records

• Forward email to Opportunity records

During routine customer follow-up, sales staff often communicate with customers by email and may want to log those exchanges as Opportunity records for future reference. You can also forward emails to Chats, Feeds, Approvals, Tasks, Calendar, and other destinations to support various business workflows.

How to: On the email reading page, choose “Forward to ShareCRM” → “Forward to Opportunity record” from the top menu. Select the business object to associate (for example Account, Contact, Leads, Opportunity), and the email will be converted into an Opportunity record viewable in the CRM.

Manual forward-to-Opportunity entry

Manual forward-to-Opportunity dialog

2.4 Mail Account Settings

1) Personal Signature Settings

Open the Mail app and click Account Settings in the lower-left corner. On the account settings detail page, click Edit next to Personal Signature, as shown below:

Personal signature settings

2.5 Others

• Email association with Account

Detailed scenario descriptions to be added.

• Email tagging

Detailed scenario descriptions to be added.