8 min read
Feature
Available on monday CRM
The Emails & Activities app is an incredibly powerful tool for managing your relationships. Since client relationships are more than just emails, we’ve given you the power to keep track of all client activities with the Email & Activities app. From meetings to calls and more, log each interaction to see a complete timeline of events in one concise view.
This article will discuss the different activities you can log with the app. If you're interested in learning more about sending, receiving, and tracking emails, check out the Emails & Activities on monday.com article.
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. Select “Add View”:
In the Item Views Center, hover over the icon for the Emails & Activities app and click “Add Widget”:
Schedule activities
To schedule activities, choose “Add activity” from the upper left corner of the app home screen. You can select “Meeting” or “Add Custom Activity”:
You can adjust the date and time and add notes. You have the option to use the text editor to customize and format your notes.
Add custom activities
With Emails & Activities, there are default activity types to choose from. You can add a “Meeting”, write up a “Call summary”, and write a “Note”. You also have the option to create custom activities.
To delete a custom activity, hover over the activity name in the “Add activity” menu. A trash can icon will appear. Click on the trash icon to permanently delete the custom activity. You can only delete custom activities. You will not be able to delete the original activity types.
Activities board
When you create your first activity, a board will automatically be created in the CRM workspace in your account. This board will be called “Activities” and will be visible to all members of your account by default. Each team member can filter and track their upcoming events, create reminders, and generate reporting using this board.
The board will look like this:
What is logged on the activities board?
The activities that are logged on the board include:
- Phone calls
- Call summaries
- Meetings
Emails and standard notes are not considered "activities" when it comes to the Activities board. Emails sent through Emails & Activities will not be logged on the Activities board.
Activities Dashboard
You can review the data from your "Activities" board using the included Dashboard. To access it, open your "Activities" board and open on the "Dashboard" tab:
You can rearrange and customize this dashboard to make sure the information you need is always available to you:
Log notes
Log notes from meetings and phone calls to keep track of your evolving relationships. All notes are internal, meaning that only you and your teammates can see them.
To log a note, click on the “Add activity” button in the upper left corner of the app home screen. Then click “Note” from the menu and start writing:
A window will pop up where you can compose your note.
Mention your teammates
You have the ability to @ mention your teammates in the text of any internal activity. This includes meetings, call summaries, notes, and custom activities. Typing the @ symbol and your teammate's name in the body of the composer will populate a list of options. You can choose your teammate from that dropdown. Once you post the activity to your timeline, your teammate will be notified that they have been tagged.
Navigating the timeline
You can view your full timeline below the “Add activity” button at the top of the app. Your timeline will be organized chronologically. Any email or note will be sorted under the month when the email was sent or the note was added. Any event scheduled for a future date will be in the “Upcoming” section:
Filtering activities
You can filter the timeline to only see the emails, notes, events, or activities that interest you. You have the option to choose a date for your filter. You can also choose multiple filters to see, for example, all emails sent in a given timeframe.
If you’d like to reset the filter, choose “Clear” to clear your selections.
Pin a post
You can pin any activity on your timeline. When you pin an activity, it will show up at the top of your timeline regardless of new activities that are posted:
To pin a timeline, locate the post that you want to pin and open the three-dot menu in the top right corner of the post. Open the menu and select "Pin to top":
Set a reminder
You can set a reminder for any item on your timeline. To set a reminder, locate the post that you want to set a reminder for and open the three-dot menu in the top right corner of the post. Open the menu, select "Set a reminder", and then choose the timeframe for your reminder:
Add automated emails
You can add automated outgoing emails to your timeline by taking a few simple steps. First, use the guidelines in this linked article to set up the Emails & Activities app and connect your email address. Next, set up an Outlook or Gmail integration recipe on your board.
Finally, when you run the automation, the automated outgoing email will be added to your Emails & Activities timeline. The email will indicate that it was sent “via Automations”:
App settings
The app has four settings. You can find these settings by hovering over the title of the Emails & Activities tab. When you hover, a three-dot menu will appear to the right of the text. Click on the three dots to see the four options.
FAQ
Can you sync activities from the activity board to your Google or Outlook calendar?
You can sync individual activities to a calendar using the Calendar Integration.
If new activities are added, will they automatically sync to the calendar?
Even though you can sync to your calendar, activities added to the board after the sync will not automatically be added to the calendar. We’re working on making this possible.
If you have any questions, please reach out to our team right here. We’re available 24/7 and happy to help.
Comments