Navigate to your user name in the top right corner.
Click My Emails in the dropdown menu.
Click Compose in the top right corner.
A Send Email form will appear:
To compose a new email, define the following fields in the form:
Field
Description
From
The From field should contain the email address of the sender. Note that the primary email address is used as a default value and additional addresses are available in the selector for the From field.
To
The To field should contain the email(s) of the recipient(s). You can add more than one email to the field.
Cc: Clicking Cc (carbon copy) will prompt a new field to appear to include more recipients to the emails whom the sender wishes to publicly inform of the message. Such recipients will be visible to all other recipients.
Bcc: Clicking Bcc (blind carbon copy) will prompt a new field to appear to include those recipients whom the sender wishes to inform of the email discreetly. Such recipients are not visible to anyone.
Subject
Short, descriptive outline of the email message displayed in the mailbox of the recipients.
Apply Template
You can apply a pre-configured template for your email. More information on email template configuration can be found In the corresponding section of this guide.
Type
Select the type of the message to be sent:
HTML: The email will be coded so that the text is formatted and images are added.
Plain: The email will contain plain text with no formatting or special layout options.
Body
Enter the text of your email.
You can customize you email text using the following features:
– Bold, Italic, Underline styles
– Text color
– Background color
– Bullet List
– Numbered List
– Insert/Edit link
– Source Code
– Image Embed Upload
– Fullscreen view
Add Signature
The signature may be added to any email you write in OroCRM. Your organization settings define whether the signature will be added automatically or manually.
If you have a signature configured, you can add it by clicking Add Signature. For example:
–
John Doe, VP
OroCRM
t.: 0786756465
e.: john.doe@example.com
For more information, see Add Signature To Your Email section of this guide.
Attach a file
You can attach a file from your PC or a related record.
Click From a Record to re-use an attachment from another email in the thread or to choose an attachment assigned to the records.
Click Upload and select the necessary file to be uploaded from your computer as an attachment to your email.
.
Contexts
Context is any record or records that ha(s)ve meaningful relation to an email conversation. When you add context of a record to the email conversation, it will be displayed in the Activity section of that record’s page.
Note: If an email has been created from an entity record view page (e.g. from a lead’s page), this record will be added as a context automatically.
To save an unfinished email, minimize the email dialog window by
clicking on the corresponding button in the top right corner of the
email dialog window.
Your unfinished email will appear as a minimized window throughout
sessions, as illustrated in the following screenshot:
You can reach your emails by clicking on the Recent Emails button in the
top right corner of the OroCRM window. A dropdown with unread emails
will appear, as illustrated in the screenshot below:
Clicking on an email from the dropdown will redirect you to the page of
the selected email.
The following features are available within the Recent Emails
dropdown:
Mark All as Read (marks all unread emails as read).
Mark As Read/Unread
Clicking on the yellow envelope icon marks the selected email as
read.
Clicking on the grey envelope icon marks the selected email as
unread.
Another way of reaching your emails is through a Recent Emails
widget on your dashboard. You can find more information on Dashboard
Widgets in the corresponding section of the guide.
The Recent Emails widget added to your dashboard will have the following
features:
The signature may be added to any email you write in OroCRM. Your
organization settings define whether the signature will be added
automatically or manually.
To add a signature manually or modify a signature:
Navigate to the main menu and click My User>My Configuration.
In General Setup click Email Configuration.
In the Email Configuration window find the Signature section and
define the following fields:
Field
Description
Signature Content
Specify the text and formatting of your signature (by default, the email signature body is empty).
Append Signature To Email Body
Defines whether a signature is added automatically or manually.
Click Save Settings in the top right corner, when you have
finished configuring your signature.
With OroCRM, you can create email templates and use them to send
numerous personalized emails. This way, for instance, you can create a
single template with birthday wishes and assign it to an email campaign,
so each of the subscribers with a birthday on a specific day would get a
personalized email with congratulations.
To create an email template:
Navigate to the main menu and click System>Emails>Templates.
Click Create Template in the top right corner.
Define the following fields in the Create Template form:
Field
Description
Owner
Limits the list of users who can manage the template, subject to access permissions.
Template name
A name used to refer to the template in the system.
Type
Use HTML or plain text.
Entity name
Choose an entity the template is related to or keep it empty if the template is not related to any entity.
If you want to use the template for autoresponses, the entity name value should be set to Email.
Define the email template. Click on the necessary variable on the right and drag it to the text box:
You can preview your email by clicking Preview in the top right
corner.
To save the template, click Save and Close.
The following actions are available for an email template from the grid:
You can edit the template details and save a new (cloned and edited)
template.
You can also create an email campaign, and send personalized emails based on your template to the pre-defined list of subscribers.
Note
If you want to track the user-activity related to the emails sent within the email campaign, add a piece of Tracking Website code to the email template.
To apply an email template to a new email, select the template from the dropdown of the Apply Template field, as shown below:
You will see an Apply Template Confirmation message. Click Yes, Proceed to apply the selected template.
You should now have your template applied to your email.
OroCRM provides a feature of auto-assignment to contact.
With its help, new emails synced into Oro are automatically linked to
contacts (if email addreses of these contacts appeared in the
correspondence).
For instance, if you create new contacts in the system and later import
your mailbox, all your correspondence with these contacts will
automatically appear in the corresponding activity lists.
A system mailbox is a centralized box for emails that are not addressed
to any specific person within a company. For example: a mailbox for
support requests, for business inquiries, or for order support. With a
system mailbox, you can automatically convert emails into cases or
leads, and set-up auto-response rules with email templates.
System mailbox configuration depends on the access permissions defined
for a user. All the users with defined roles and all the specifically
defined users will have access to the system mailbox.
Users with access privileges to the system mailbox can view the mailbox
by navigating to My User>My Emails in the top right corner and
selecting the system mailbox from the grid view selector in the top left
corner.
Automated processing of emails allows to choose what actions will be
performed with all the emails received in the mailbox. Out of the box
three different actions are available. This functionality can be
expanded through customization to match your business’s unique
requirements:
Do nothing. In this case no actions will be performed. Emails
will be saved in the mailbox and can be accessed by those users with
permission to do so.
Convert to Lead. Letters will be saved in the mailbox and a new
lead record will be created in OroCRM.
Convert to Case. A new case record will be created in OroCRM
based on the email received.
To enable such functionality, please refer to your administrator. You
can find more information on email configuration in the admin guide to
email.
Auto-responses feature allows you to set up automated replies to
incoming emails. Using an auto-response is a great way to let your
customers know that you have received their message, and that someone
will be in touch soon.
Refer to your administrator to enable this functionality. More information on auto-responses configuration can be found in the admin guide to email.
With OroCRM, you can get email notifications when you wish to notify
users each time a new activity has been assigned to them or need to drop
a line to a manager when some customer details have been edited. You can
specify conditions on which emails will be sent based on a
pre-defined email template.
Notification rules define situations to generate and send the emails.
A notification rule can only be created for a specific email template available in the system.
To create a notification rule:
Go to System> Emails>Notification Rules.
Click Create Notification Rule in the top right corner.
Define the general details of the emails to be sent and the list of
recipients.
The Create Notification Rule page has two sections:
The following details must be defined in the General section.
Field
Description
Entity name
Choose an entity from the list.
Only entities that have templates available are listed. If you do not see the necessary entity on the list this list, create a notification template for it first.
Event name
Choose the event that will trigger the mailing.
The following values are possible:
– Entity create: a new record of the entity has been created.
– Entity remove: a record of the entity has been removed.
– Entity update: a recod of the entity has been edited
Template
Choose the template for which the rule will be created.
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