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Emails & Activities on monday.com

With the Emails & Activities app, your team can manage hundreds of client or customer relationships from within monday.com! Keeping your communication centralized means that your team will spend less time tracking down the details for every interaction. This amazing feature will allow you to send and receive emails, create your own email templates, capture meeting notes, events, and more! All in one visually optimized timeline.

 

Install the app

To install the app, navigate to the board where you'd like to use it. Then, open any item's Updates Section by clicking on the speech bubble and then select "Add View": 

 

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In the Item Views Center, hover over the icon for the Emails & Activities app and click "Add Widget":

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Connect your email

To connect your email address, choose "Send Email" from the upper left corner of the app. You will then be asked to connect your Gmail or Outlook account:

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For this example, we'll choose Gmail. Choosing either app will open up the internal integration:

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Click "Connect" and follow the prompts to connect your account with monday.com. When connecting your account, you must select "Allow" to use this app. 

 

Error while connecting

If you see a red error message when trying to connect your email account, it may be that this particular account has already been connected to another monday.com account. At this time, you can only integrate your email address on one monday.com account with one monday.com user.

If you're using Gmail and run into this issue, go to your Google Account Security Checkup and "Remove access" under "Third-party access" to remove access and reconnect to a different monday.com account:

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Follow these steps to revoke third-party access from your Outlook account.

 

Sending emails

Sending emails with the app is easy! To get started, select "Send Email" from the top menu. If you have an Email Column on your board and it contains an address, that address will auto-populate in the "To" field. If you don't, no problem! You can send an email to any email address. 

The app features a fully functional text editor for your emails. You can alter text and upload and attach files.

 

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If you choose "{} Personalize" in the lower right corner of the editor, you can pull in data from any column on your board. This is especially useful when creating a template. You also have the ability to attach a file using the button on the lower left of the text editor.

Type your message and hit "Send" to start the conversation. Any email you send from the app will show in your email program's Sent folder.

 

Tracking emails

If you checked the "Email tracking" at the bottom of the editor, you will also see read receipts within the app, allowing you to track your email message after sending it. In the bottom right corner of any sent message, you'll see an eye icon with an indication of whether or not the message has been opened and how many times. Hover over the text to see when the message was opened:

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Note: All emails are sent from your email client's server.

 

Create email templates

To create a template, type in the body of the email. You can add dynamic fields to your email template using the "{} Personalize" button on the bottom right of the text editor. The "{} Personalize" fields will pull in text from the columns on your board. This is a great option if you consistently send out the same welcome email, for example. You can apply a personalized template for a new contact, and the email you send will be personalized based on the fields on your board.

When you've added text to the body of the email template, click on the "Template" button and select "Save as new template". You will then have the opportunity to name your template and "Save".

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To use the template, create a new email, click on the "Template" button, and choose the name of the template that you would like to apply.

 

Receiving emails

Replies will be received in the Emails & Activities app! You won't be notified on monday.com about replies unless you set up an automation from the app's "Email settings" or by using the "Automate" button on the upper right-hand side of the Emails & Activities landing page. Replies will be stored within your email exchange:

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Any email you receive in the app will also be received in your email account (i.e. Gmail) Inbox.

 

Email settings

To access the email settings, click on the gear icon on the right-hand side of the app:

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You will see seven categories:

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Manage accounts

Here you have the option to choose the email address you will use with the app. Check or uncheck the box next to your email address to make your choice. By clicking on the Gmail or Outlook button, you can manage the email accounts that are connected to monday.com or add a new account.

If your connection has been deactivated, you can manage that here as well. If you see the following error message, "Email wasn't sent", your connection has been deactivated:

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To reconnect, click on the Gmail or Outlook button and then click on the email address that you would like to reconnect. Follow the prompts to connect your accounts.

 

Log outgoing emails

By default, the app will log outgoing emails from your email program (i.e. Gmail or Outlook) into the app. If you prefer to only see select emails in the app, you can check the box to only log outgoing emails that have the app's email address BCCed:

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BCCed emails will be added automatically to the app. The app determines which item to log the email under by looking at the email address in the Email Column on your board.

If you choose to "Create a new contact if the recipient email address does not exist in my monday.com account", a new item will be created for each new email address that you contact.

 

Set up automations 

Create automations to save time, streamline your workflows, and get notified when new messages are received. Choose from pre-made automations or customize your own. When you click "Set up automations" you will be taken to this screen:
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You can choose any of these recipes to make your communication seamless.
You also have the option to navigate to these automation recipes from the "Automate" button on the app's homepage:
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Default email sharing

You have two options:
  • Share all of your conversations with others in your account. All aspects of your timeline will be visible to others.
  • Keep all of your conversations private. Conversations will only be visible to you.
By default, all of your conversations will be private. However, the Admin will still be able to see all conversations by any member of the account.

 

Email signature

Click on the "Create signature" button to set up your email signature. When setting up your signature, you'll have the option to set up simple or HTML. If you choose "Simple", you can use the text editor to format your signature. If you choose HTML, you can format your signature using HTML:
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Beneath the signature composer, you can check or uncheck two boxes:
  1. Check the box if you always want to show your signature when composing a new email.
  2. Check the second box if you always want to show your signature when replying to an email.

Email branding

By default, all emails you send from the app will have "Powered by monday.com" at the bottom of the email. 
If you have purchased the Pro or Enterprise plan, you have the option to remove this branding from your emails. Check the box under this setting to remove all branding.
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Never log

If you add an email address to the list under this setting, emails sent or received from the addresses you define will never be saved to your timeline. You can add as many addresses as you want to your "Never log" list.

 

Manage your activities

Since client relationships are more than just emails, we’ve given you the power to keep track of all client activities too with this amazing app. From meetings, to calls and more, log each interaction to see a full timeline of events in one, concise view. Check out how it works right here

 

FAQs

What is the difference between the email integration for Gmail or Outlook and the Emails & Activities app?

  • The email integration uses recipes and those recipes send out pre-made email templates. Your messaging can not be impromptu with the email integration; you must plan what you will say ahead of time and create a template. Emails & Activities allows for free text and much more. It includes email tracking, a signature for Outlook, notes, activities, and a timeline to display it all.

I'm having trouble with the app. What can I do to troubleshoot?

  • In many cases, you just need to reset the connection. You can find instructions on how to reset the connection in the Gmail Connection Error article.

How visible are the communications to other users? For example, what can a guest see?

  • Your privacy settings can be managed under Settings.

Can you use the file column to pull in files to send via Emails & Activities?

  • Yes, you can! First, add a file to the file column. When composing an email, select "Add files" in the lower left-hand corner. Hover over "From Files column" and then check the box next to the files you wish to attach. Click the blue "Add files" button to attach the files to your email.

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Can you use HTML in the emails or email signature?

  • Yes! Refer to the Email signature section of "Email settings" for reference.

Can you use HTML formatting in the templates?

  • Not at the moment, but please provide feedback below if that's something you would like to see in the future.

Can the subject line be included in a template?

  • Not at the moment, but please provide feedback below if that's something you would like to see in the future.

 

If you have any questions, please reach out to our team by using our contact form. We're available 24/7 and happy to help!