In today's technical world, email communication is becoming more vital than ever and visibility to communications is imperative. With Email Integration - Beta, you can now easily communicate with your potential client in their Lead Record and have access to the thread in both your AP account and email inbox.
Getting Started with Email Integration
To begin utilizing Email Integration, you must first integrate your third-party email with your Aisle Planner account through AP Connect. Go here for instructions if you have not already taken this step!
The email platforms available with this feature are Gmail, Apple iCloud Email (iCal) or Microsoft Outlook Email.
Please Note: Only account owners will automatically be enabled for AP Connect. All account team members must be enabled by their account owner to integrate their third-party email and/or the scheduling assistant. Additional fees may apply. Additionally, only users who are enabled for AP Connect and integrated with an external email provider (e.g., Google, Outlook, iCloud) can view emails exchanged between a client and the company. Users who are not enabled for AP Connect or not integrated with an external email provider can still send emails, but they will not have visibility into the email exchanges.
Sending your Lead an Email
Once your third-party email is integrated, you will see the option to Send Email from your lead manager. This capability lives in 3 different locations:
The [SEND E-MAIL] button from within the Lead Record (gold actions arrow in top right corner)
The [SEND E-MAIL] button from the Lead Index (3-dot 'more options' menu in a lead row)
The lead's email center
Once the pro sends one email to a lead, they will find evidence of the sent email in the lead activity log. Clicking on the activity will redirect the pro to the lead's email center where there is a [CREATE NEW E-MAIL] button. Please note that emails sent via AP Connect are visible only to the sender and not to the assigned team members.
Customizing & Formatting a Lead Email
If you have set up email branding in your settings, the same branding with logo and/or footer will be applied to your lead emails.
In addition to branding, here are the other formatting options you have with the lead email feature:
You can add 1 or more email recipients, as well as CC and BCC additional persons and/or team members. To add multiple emails, separate each email with a comma (,).
If the lead has an email address entered in their record, that email address will automatically populate in the recipient field.
Currently, only the ORIGINAL sender can reply and receive in-app notifications. You must originate the email to be able to continue replying in the email chain.
Customize your subject line, as well as the email message (text formatting). Below are the current Email Text Formatting Options
Utilize your current Email Templates
Please note, current email templates are not formatted and therefore will need to be edited once populated in the new message body including bolding, italicizing, or underlining. You can now also add embedded links both to locations within AP as well as external links.
Attach files (PDF, images, Word Doc, Excel, etc.)
The max file size is: 2.86 Mb
You can attach as many files as you would like to the email as long as you do not exceed the max file size
Preview your email before sending it to a lead
When previewing an email, make sure to use the 'Back to Editor' button at the bottom vs hitting the Back button on your browser. (this may require scrolling down depending on screen size) Hitting the browser back button will result in the loss of all content created in the email
Email and Document Visibility Rules
AP Connect Email Visibility Rules
Only users who are enabled for AP Connect and integrated with an external email provider (e.g., Google, Outlook, iCloud) can view emails exchanged between a client and the company.
Users who are not enabled for AP Connect or not integrated with an external email provider can still send emails, but they will not have visibility into the email exchanges.
Lead Email and Document Sharing Permissions
Emails sent via AP Connect are visible only to the sender and not to the assigned team members.
Documents such as proposals or invoices sent from a lead or opportunity are visible to assigned team members, provided they have the necessary permissions.
Ensure that team members have the appropriate permissions to access shared documents associated with a lead.
General Guidelines for User Permissions and Integration
To maximize visibility and collaboration, ensure that users are properly enabled for AP Connect and integrated with an external email provider.
Regularly review and update team member permissions to ensure they align with your organization’s collaboration needs.
Use Aisle Planner’s permission settings to control access to sensitive client communications and documents.