Covid-19 confinement – Probably the right time to consider your CRM – Part 4

Integration with your CRM

One of the most important things to consider when choosing a CRM for your business is the integration with other applications.

You’re not buying a CRM as yet another item in the collection of different work systems. You’re buying it to help you streamline your business operations!

That’s why you need to ensure that the CRM system can integrate with other applications you already have.

Now, we’re not just talking about integrations with Office 365 or a Google G-Suite integration!

Of course, these integrations are important… but, your CRM software should also seamlessly integrate with: an ERP or other accounting software, a HR software, your own website and web forms to import new leads, billing and e-commerce platforms to register transactions, as well as marketing solutions.

Emails with your CRM

You mail connect EspoCRM wih Outlook or Gmail but it also has its own mailing system.

EspoCRM provides the ability to fetch emails from IMAP box. This makes possible to use EspoCRM as an email client along with CRM-specific features.

Emails are fetched by cron (in background) every few minutes (period can specified by Administrator). You can see all your emails, there are standard folders Inbox, Sent, Draft emails.

When the new email comes the system tries to recognize which record this email belongs to. It can link it with Account, Lead, Opportunity, Case (and Contact in B2C mode) etc. If it wasn’t recognized, then user can link it manually by filling in Parent field.

If an email came from a new potential client, user can convert it to Lead.

It’s also possible to create Task or Case from an email record.

If email addresses (from, to, cc) in an email record are known to the system, it will show the person they are related to (Contact, Lead, User etc). If some email address is new, you can create contact right from there.

All emails related to specific record are shown in History panel of that record. If some email is related, for example, to opportunity but opportunity is related to the account, it will be shown both in opportunity and account.

When removing an email it gets removed from the system entirely, so that it will disappear from their Inbox. To prevent this, use Move to Trash. Administrator may not grant delete access for users to prevent losing emails.

Email Templates

Email templates are available and can be used both for mass email sending and for regular emails.

It’s possible to use placeholders in email template’s body and subject e.g. {}, {Person.emailAddress}. They will be replaced with values of related records.

Mass Emails with your CRM

Overview – How to send mass email

You need to have at least one Target List with target records and Email Template in your crm.

  1. Create new Campaign with a type Email or Newsletter. Select one or a few target lists in Target Lists field.
  2. After Campaign record is created create Mass Email for this campaign. Specify Date Start – when emails should be sent, and select Email Template.

If everything is setup right emails should go out. They should be sent each hour with portions. Administrator can change it by updating Scheduling field of Check Group Email Accounts Scheduled Job.

You can check if emails are sent in Log panel.

By default the system will append opt-out to all sent emails. But you can use custom one in your Email Template.

If you want to know that your recipient opened the link from your email, you need to create Tracking URL. Specify any Name and URL where your link should lead to. Then you will need to paste generated code into your Email Template.

Users can populate target lists manually. There is an ability to make filtering and then select all results of the search.

Reports feature provides an ability to populate target lists with records matching specific criteria.

You may specify Excluding Target Lists to avoid sending mass email to certain recipients. If there is a record with the email address that matches the email address of any excluding record, the first record will be excluded as well.

Campaign Log

In Campaign Log you can see emails that have been sent, opened emails, bounced emails, who opted out, and who clicked the link in the email.

  • Sent email
  • Links clicked by recipient
  • Recipients who opted out
  • Bounced emails (not delivered to recipient)
  • Emails opened by recipient (disabled by default)

It’s possible to utilize this log by creating Target List based on records from log. For example, you pick only contacts that clicked on the link (tracking url).

Administrator Settings

Mass Email system parameters are available for Administration.

  • Max number of emails sent per hour
  • Disable mandatory opt-out link
  • Email Open Tracking

By using EspoCRM, you are working on your dedicated server. You would not be blacklisted by the behavior of other companies.

Vincent Soumoy is using itself the email & mass email procedures of EspoCRM.

The role of Vincent Soumoy is to help you to configurate your email procedure …contact us

Contact us for any information or pricing.