PipelineDeals Help Center
How PipelineDeals Works with Email
How PipelineDeals Works With Email (Standard Accounts) 9:18
PipelineDeals has several features to help you track email correspondence with your contacts and leads. Below are the email options available to all users:
If you have Accelerator you have additional emails options such as sending out Trackable emails within PipelineDeals and you can also sync your inbox with PipelineDeals. If you are an Administrator, you can check your Payment & Billing page to see your account's current plan or upgrade to Accelerator. Another way to check is that you would have a tab called Email. Here are the additional email options available to users with Accelerator:
Click to open mailto: links
If you are not on Accelerator, or if you do not have your Connect sync set up, when you click on an email address in PipelineDeals your Internet browser will open up your preferred email client (Gmail, Outlook, Apple Mail, etc.) and create a new message. If you are on Accelerator and your Connect sync is set up, a composition window will open with PipelineDeals itself.
When you click on an email address in PipelineDeals, the new message will automatically write your contact’s email address in the “TO” field and write firstname.lastname@example.org in the “BCC” field. By placing email@example.com in the BCC field, PipelineDeals will track your correspondence as an email activity on your contact’s profile page! Simply write your email message as normal with firstname.lastname@example.org in the BCC field, and PipelineDeals will track the activity and upload any attachments on the person’s profile page. If that person does not already exist in PipelineDeals, it will automatically create a person. Just make sure you're sending your email from an address tied to your PipelineDeals account and not from a different address, and it will be included in the person's activities automatically. You can add a secondary and third email address to your account from your My Profile Settings page.
If your contact emails you back, you can make an activity note out of their message by forwarding the message to email@example.com. The message will appear on the person’s profile page as an Activity, and any attachment will be uploaded as a document. This feature works best if you only have one deal with a contact.
NOTE – Forwarding messages to firstname.lastname@example.org only works for emails you've received, because when the system receives a forwarded email, it looks at the email address of the original sender to determine whose record to associate it to. If you sent an email previously but forgot to BCC email@example.com, you can forward the email from your sent mail box to firstname.lastname@example.org to select who to associate the email to.
Inbox Email Feature
If you need to track an email on a specific Person, Deal and/or Company but don't want to have the system automatically select the association, BCC or forward the message to email@example.com. Messages sent to your inbox are accessible from the Inbox module on the home tab of your PipelineDeals account*. Click on the subject line of the email to choose a Deal, Person, and/or Company to associate the email to.
*NOTE: The firstname.lastname@example.org inbox appears on the Home tab only if you're on our Standard plan. If you're on our Accelerator plan, you can find this at the bottom of the inbox section of your Connect tab.
The inbox feature works well if you have a person who is associated to multiple deals, and you want to choose which deal the email is related to. Simply choose the appropriate person, company, and/or deal using the check boxes and selectors, then click Save to easily track your email as an activity on a profile page(s). If you want the system to make its best guess as to how an email should be associated, click on "Save & follow primary association," which works in the same way as email@example.com.
Should I use firstname.lastname@example.org or email@example.com?
While both addresses will help get your email data into PipelineDeals, they work in slightly different ways.
You should use firstname.lastname@example.org if:
- You want the content of the email automatically logged under the person your emailing's profile.
- The person you're emailing doesn't exist yet in PipelineDeals and you want a profile automatically generated.
You should use email@example.com if:
- You prefer to manually pick and choose which records to associate an email with rather than letting the system do it for you.
- The company and/or person and/or deal record you want to associate the email to already exists in PipelineDeals.
- The person you're emailing is associated to multiple deals and you want to pick which deal this email is associated with.
- The person you're emailing is not the person whose profile you want the message on, for example, if you're emailing Person B about Person A's deal and you want the email to show on Person A's profile.
- You sent an email but forgot to bcc firstname.lastname@example.org to create an activity for the email by forwarding the email from your sent folder.
Our integration with Outlook lets you easily add your emails as Activities in PipelineDeals and sync your calendar and contacts. Learn how to download our Outlook Sync plug-in for Outlook desktop PC versions 2007, 2010, and 2013.
With our Google Chrome extension, you can easily file incoming emails in PipelineDeals. Learn more about our Chrome Extension for Gmail.
When you integrate your PipelineDeals account with MailChimp, you can set up subscription lists, export your PipelineDeals contacts to them, and see in PipelineDeals whether those contacts opened your emails.
The Connect Inbox completely integrates your email with PipelineDeals. You can access your email inbox from within PipelineDeals and reply directly from the app. The sync captures email history automatically so that you have the full history of correspondence with customers.
Accelerator allows you to send trackable emails within PipelineDeals. Emails can be sent to one contact or multiple contacts at a time, from profile pages or list views. Campaigns are limited to 1000 recipients, each batch, due to constraints in Google and Outlook.Please contact your email provider to see the specific sending limits they have in place. Our data shows that 93% of customers send campaigns to small, targeted batches of less than 50 recipients, which is what the feature is designed for. To learn more about Accelerator's email tracking and reporting features, please see our Knowledge Base articles.