The "Email Preferences" section allows users to configure various settings related to email functionality within the system. These settings control how emails and meetings are imported, how email addresses are suggested, domain blacklisting, bulk email configurations, and smart sharing options.

User Permissions: Only Admins can configure this features.

Topics in this article:

1. Enable Import for Emails and Meetings
2. Enable App ID Matching
3. Email Address Autocomplete for To and Cc Fields
4. Blacklist Email Domains (Comma Separated)
5. Bulk Email Configuration
   • App
   • Email Field
   • First Email Match
   • Personal and Work Email
   • Depends on the Selected App
6. Enable Smart Sharing

Enable Import for Emails and Meetings

• This option allows users to automatically import emails and meetings from external sources into the system.
• The dropdown lets users select which type of records (e.g., Contacts, Accounts, Meetings) will be associated with the imported emails and meetings.
• Users can choose multiple categories to ensure proper classification and tracking.

Enable App ID Matching

• This checkbox, when enabled, links imported emails and meetings to specific records based on unique record IDs.
• If left unchecked, the system will rely on standard matching criteria, such as email addresses, rather than record IDs.

Email Address Autocomplete for To and Cc Fields

• This feature enables the system to place automatically email addresses when composing an email.
• The dropdown allows users to specify which record type (e.g., Contacts, Accounts) should be used as the source for autocomplete the email field.
• This helps streamline email composition by reducing the need for manual input.

Blacklist Email Domains (Comma Separated)

• Users can enter a list of email domains that should be excluded from automatic email imports.
• This prevents emails from specific domains (e.g., spam or internal addresses) from being logged in the system.
• The list should be entered as comma-separated values.

Bulk Email Configuration

You can learn how to send Bulk Emails from this article.

By default, the out-of-the-box settings are configured as follows:

App

This dropdown lets you choose which app will display the Email button at the top of the List View.

To enable it in multiple apps, click the '+ Add' button to generate a new row.

Email Field

In this dropdown, you can select multiple options to determine which email field the feature will use when sending emails from the record.

First Email Match

This option scans all the fields in the record and selects the first email it finds.

For example, in the Detail View of this contact, the first matching email is Personal Email.

If no data is found in Personal Email, the first match will be Work Email instead.

Personal and Work Email

If you select this option, only records that have an email in the specified field will receive the email.

If a record is selected but does not have a Personal or Work Email, it will not be eligible to receive the email.

Depends on the Selected App

The Email Field options vary based on the selected app. Each app contains different email fields.

For example, in the Tickets App, there is a field called Customer Email, which pulls the email address from a related Contact record.

If the selected app does not contain any email fields, no options will be available in the Email Field dropdown.

Enable Smart Sharing

Smart Sharing allows users to associate emails with multiple records across all apps through a dropdown selection in the share field. This feature ensures that the selected records on the share field will be included in their Activity Timeline.

By default, the share field will suggest an entry based on the active detail page. E.g.

In the GIF below, the email is being sent to a contact, while the share field automatically suggests the associated account as an entry. This happens because the active Detail Page belongs to that Account.

Accounts Use Case

For example, when using Smart Sharing into an account you can pick the contact information from the information panel or you can choose records from the Related List for Contacts. This ensures that the email record appears on both the account’s and Contact Record's Detail Page.

In the example shown, the email is being sent to Adam Kuntz, which is why the "To" field in the floating panel is populated with his email address. Additionally, the share field follows a structured format, displaying the name of the App followed by the specific record name within the app. In this case, it appears as "Account - Canadian Medical Hospital."

However, users can extend visibility by selecting entries on the share field, providing a more comprehensive reference within the system.