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Emails & Activities on monday.com

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With the Emails & Activities app, your team can easily manage client or customer relationships in a centralized way, meaning 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.

This article will cover the email functionality of the app. If you want to learn more about the different activities you can log, check out the Manage your sales activities article.

Note: The Emails & Activities app is only available for full members of an account. It is currently not available for Guests or Viewers.

 

Install the app

The Emails & Activities app comes preinstalled on every board within the monday sales CRM product!

However, if you'd like to install the app on any other board, navigate to the board where you'd like to use it, open up the Updates Section by clicking on the speech bubble, and then select "Add View" In the Item Views Center, click "Add to item" beneath the Emails & Activities app description:

 

 

Connect your email

To connect your email address, click on the cog icon beneath the three dots in the upper right corner of the app. From there, open the "Email account setup and privacy" section. Choose an existing connected email account, or the Gmail or Outlook buttons to connect your account:

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

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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" when permission is requested 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 open the "Third-party access" section. Locate the monday icon that indicates access to Gmail and click "Remove access" to remove the integration 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, click on the blue "Send email" button at the top left of the app:

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The email composer will pop up. 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, links, and more.

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If you choose "{} Columns" 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 or attachment using the paperclip button on the lower left of the text editor. However, you can't attach a monday doc to your email from the file column.

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Note: We support the upload of files up to 15MB (this limit stands from both the "From computer" and "From file column" options).

 

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

Who can use this feature:
Subscribers of monday sales CRM
Available on Pro and Enterprise

If you checked the "Email tracking" at the bottom of the email editor, you will also see read receipts within the app, allowing you to track your email message after sending it.

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In the top right corner of any sent message, you'll see an indication of whether or not the message has been opened and how many times:

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If you wish to see when the message was opened, hover over the text in the top right corner.

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

 

 

Tracking lead updates

You also have the option to set up an automation that will update a date column on your board when an email, phone call, or other activity is posted in the Emails & Activities app. This allows you to see, at a glance, whether or not a lead has been interacted with recently!

To set up the automation, visit the Automations center, search "Emails & Activities", and choose the automation "When an activity/email is created in Emails & Activities set Date to today":

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Choose your designated date column and watch the automation work. From this point forward, it'll be easier than ever to keep an eye on progress with your leads!

Note: Adding notes will not update a Date column.

 

 

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 appear in your timeline with newer replies visible towards the top of your timeline.

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

 

Once you received an email, you can reply directly from the Email & Activities app! To do so, simply click on the three-dot menu on the top right of the email. You have the option to:

  • "Reply all" to send a reply to all of the email recipients (including those who have been CC'd or BCC'd into the email), or,
  • "Reply" to respond only to the sender of the email

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Email templates

You can create templates within Emails & Activities for you and your teammates! To learn more about how to set up a template or share a template, check out the Emails & Activities: create templates article.

 

Email settings

To learn more about the options available in your Emails & Activities app settings, check out the Emails & Activities: settings article.

 

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

 

Sharing and privacy

With Emails & Activities, you can fully control which of your team members will be able to view or write emails from your connected email account! To learn more about how to control your sharing and privacy settings with Emails & Activities, check out the Emails & Activities: sharing and privacy article.
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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?

  • By default, the communication is visible to any full member of your account (Guests and Viewers do not have access to the Emails & Activities app). Your privacy settings can be managed under Settings.

Is it possible to send a real file or attachment via Emails & Activities (not just a link)?

  • You sure can! By clicking on the paperclip icon in the bottom of the email editor, you can choose to upload a real attachment from your computer, or directly from a Files Column on your board (more on this below!)

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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, click on the paperclip icon in the lower-left corner of the email composer. 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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Note: You can't attach monday docs that are stored in the Files column.

 

Can you use HTML in the emails or email signature?

  • Yes! Refer to the email signature section of "Email settings" to learn about setting up your signature. You can use HTML when composing your emails using the buttons in the email composer.

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.

Is my Emails & activities data transferrable?

  • If you use the Workspace template app to move a workspace from one account to another, your Emails & activities data will not move with the reset of the workspace data. Because Emails & activities requires an individual to connect an external account, we can not move related data.

 

 

 

If you have any questions, please reach out to our team right here. We’re available 24/7 and happy to help.