If you pair your email address you can send emails to your Contacts without leaving FreeAgent CRM! Send emails automatically or in bulk and get useful email analytics (if enabled). See all the email communication from and to your contact in the Activity Timeline.
Edition Qualifier: This feature is available in all FreeAgent Editions.
User Permissions: No special permissions are required to send emails.
Prerequisites: To send an email, pair your email with FreeAgent CRM. To learn how to, please visit the following tutorial:
Pair Email Address
In this tutorial we will cover the following topics:
- Send a Single Email
- Send Bulk Emails
- Reply to an Email
- Send Emails Automatically
Send an Email
There are a couple of ways to send emails to your Contacts depending on the View you are in.
- In every View, you can send an email by clicking the contact's email address.
- In the List View, send an email by selecting the contact and then clicking the "Email" button.
- In the Rolodex & Record Detail View. Through the related list for the Tasks App. Create a Task of type Email. You can even set it to be sent automatically.
For the first two options, the email editor will appear where you can add the subject and body of your email, upload images, add attachments, and more! (Maximum file size is 1MB). If you have an Email Signature, it will be included in the body of the email. On the right side of the editor, there is a preview that will give you an idea of how your email will look once it is sent.
Use Email Templates
When sending an email, you can use an existing Email Template by clicking the "Select a Template" button at the bottom of the page. Search within your existing templates for the one you would like to use.
After selecting an existing email template, the email will populate with the contents of the template. You can make changes still. Once you are done with your email, click the "Send" button.
The email will be sent to your contact and you can view the details on your contact's Activity Timeline. You can learn more about Email Templates in the following tutorial:
Send Bulk Emails
Click on "List view", then check the box next to the names of all of the contacts you want to email. After you've selected all of the contacts you want to send your email to, click the "Email" button.
Note: You can only send 50 emails at a time.
After you've highlighted the contacts, the 'Send Email' modal will appear where you can add the subject and body of the email, upload images, and add attachments. If you already created an email signature, it will be included in the body of the email.
To display the email addresses of the selected contacts, click on the contact counter under the 'Individually Send To' text.
On the right side, there is the preview. This will give you an idea of how your email will look once it is sent.
Note: The preview will show only for the first contact in the list, but each of them will see their names in the 'To' section.
You can use an email template by clicking the "Select a Template" button. You can learn more about them in the following tutorial:
The emails will be sent to your Contacts. You can see the details in your contact's Activity Timeline.
Replying to an Email
Open the received email, either through the Notifications or by clicking on it in the Activity Timeline. Then, click the reply button located in the bottom right corner.
Check Received Emails
To check the received emails from your Contacts go to the Contacts App or search for Contacts in the menu, select the desired contact, and check the Activity Timeline.
You will see the email icon right below the contact's name on the corresponding activity along with the 'inbound' label. You will also see the date and time the email was received. To see additional information, click on the activity description.
This will open the 'View Email' window, where you can see the complete email. To reply, simply click on the "Reply" button.
Once you hit reply, the 'Reply Email' window will appear. Here you can prepare the email you want to send and check how it will look in the preview section. Once you are done, click the "Send" button.
Your reply will be sent to the contact. A new entry will appear in the 'Activity' section with the details of the reply you just sent.
Send Emails Automatically
On the contact detail page, click the three dots next to Tasks to display the available options and then click "Add Task". Under the Task creation form, select Email as the type.
Next, you will need to give your Task a description, select the email template, choose the date and time the email will send at.
The most important step is setting to 'Yes' the 'Send Automatically' field, this will tell the system that the email should go out on the selected date and that it should be sent from the selected profile (Sent from) to the contact's email (Email To). At the bottom, you can add a note for your Task if needed.
Once you are ready, click the "Save" button and your Task will be created.
The email will be sent automatically to your contact on the date and time you specified in the Task and it will be marked as 'Completed' automatically. If you click the 'Complete Task' button before the time you set up, then the email will NOT be sent automatically.