Introduction Welcome to Elements Mail! This Setup Guide will assist you in getting your Elements Mail App configured and up and running. Once you ve setup the app, your job is complete. Elements Mail does the work for you. Important: Elements Mail does NOT replace your existing email application. If you are currently using Apple Mail, Thunderbird, Outlook or whichever, keep doing so. The Elements Mail App simply serves as a bridge between your email application and your Elements CRM account. Requirements for Setup In order to use Elements Mail, you must have an active Elements CRM account. Additionally, your email server must be using the IMAP email, or have the capability of enabling IMAP email. If you have questions on this, please contact your email provider or IT Administrator. 1. Get Permission You should only download Elements Mail after first obtaining permission from your system administrator. For those under the Small Business Pricing, Elements Mail is an additional $5/user/month fee. Once you have permission, open Elements CRM and navigate to the Mail Element. Once there, click on the Mail tab at the top of the screen. When queued to do so, click on the Activate link. 2. Choose Email Addresses to Record The Mail Element in Elements CRM serves as a central repository for all sent and received emails between you and your clients or customers. All emails stored here are also stored within each individual company in the Sales Element under their History tab. (Sales Element > Accounts, click on the History tab in the Data Editor). There are multiple options that can be set for recording emails. Important: These settings apply to all users in your company. The following defines the meaning of each: a. Log emails sent to this account: Any emails you send to a particular account (you must have their email address stored in Elements CRM under their Email tab), will be recorded as a history event for that account. 2
b. Log emails sent from this account: Any emails you receive from a particular account (you must have their email address stored in Elements CRM under their Email tab), will be recorded as a history event for that account. c. Log emails sent to/from company contact people: Any email addresses stored for company contacts (in the People tab of each account) will have all incoming and outgoing emails recorded as a company history event. d. Mark emails as Needs attention : Important emails from your contacts can be filtered into the Needs attention column in the Mail Element > Mail > Attention required. This setting has no impact on an email message s appearance in your email client (i.e., Apple Mail or Outlook). e. Log everything from one domain: This will log any incoming and outgoing emails that have a specific domain attached, for example, ntractive.com. Be careful when choosing this option. If you receive newsletters or other extra emails from this account, you may not want to turn this setting on as a lot of extra, unnecessary emails will be stored as history events for that particular account. Within your Elements CRM account, you may choose which of the above selections you d like applied to your company s sales accounts. This can be done on a one-by-one basis for existing accounts, all at once for existing accounts, and applied to all new accounts. To set which emails are recorded on a one-by-one basis: a. Navigate to the Sales Element > Accounts and select any account you wish to configure emails settings for. b. Once selected, click on the Email tab in the Data Editor. c. Check the boxes that you d like applied to that account. 3
To set which email addresses are recorded for all companies or individuals:! This utility will update in bulk all existing Sales Accounts in Elements. You are also able to update only Leads, Customers, or other Account Types. You do not need to use this utility every time you run Elements Mail. a. Navigate to the Mail Element > Mail > Utilities. b. Choose which Accounts you d like to set (all sales accounts, or one type, i.e. leads, customers, etc). c. Select any of the options you d like to change. d. Click on the Change button. To automatically have tracking options turned on for companies or individuals: a. Navigate to the Mail Element > Prefs and check boxes you wish to have checked upon adding a new sales account. b. Once selected, click on the Update button at the bottom of the page. 4
2.Download Elements Mail is a separate app from Elements CRM. It runs on your desktop, periodically checking your email account for relevant emails to record in Elements CRM. Elements Mail can be run on multiple Macs without creating duplicate history events. To download Elements Mail to your Mac: a. Open and log in to Elements CRM b. Navigate to the Mail Element > Mail > Get App. a. If you or your Administrator has not clicked the Activate link yet, you ll need to do so prior to downloading. c. Download Elements Mail, double-click on the file name ElementsMail.dmg, and follow queues to drag it into your Applications folder. d. Once in your Applications Folder, drag Elements Mail into your dock and click to launch. 5
3. Configure Your Preferences The first time you launch the app, you will notice the Setup Wizard. Follow the quick and easy steps to get started and you ll be off and running in no time. A.Enter your Elements CRM username and password here. Your username should start with a 3-letter pre-code (unique to your company). Click Continue. B.By default, Elements Mail comes with three email server settings: icloud, Gmail, and GoDaddy.! Note: Be reminded again that Elements Mail only supports IMAP enabled email accounts. All Gmail/Google Apps and icloud accounts support this. For GoDaddy, you must have a GoDaddy Unlimited email plan in order to support IMAP.! For any questions on IMAP access, please contact your email provider. If your email server is not one of the three provided, click the New Server button and enter your Incoming mail server information here. 6
Don t know what your incoming mail server is? Below are directions in finding this information using common email clients. Your company may have unique settings that differ from the standard. If this is the case, you will need to ask your IT director for that information. a. Apple Mail: Go to the Mail menu at the top of your menu bar (to the right of the Apple), and select Preferences. In the preferences window, select Accounts and click on the appropriate account you wish to configure. b. Thunderbird: Go to the Tools menu at the top of your computer s menu bar and select Account Settings. Click on Server Settings below the account you wish to configure. c. Outlook/Entourage: Go to the Entourage menu at the top of your menu bar (to the right of the Apple), and select Account Settings. Make sure the appropriate account is selected, and click on the Edit button. Your incoming (or receiving) email settings are shown under Account Settings. In the Description field, you can enter anything you like. If your organization uses multiple email servers, the Description field allows you to differentiate between them. For the Address field, an example of a server address might be: imap.yourcompany.com. The Address field should NOT be filled with your email address. Your company may have a specific Port Number that differs from the standard. For your convenience, some Common Port Numbers include 143 for standard and 993 7
standard with connections over SSL. If your email provider uses a non-standard email port, you may want to contact them to assist with setup. Once you ve entered your server information, click on the Save button. Then, click on the Continue button. C.Enter your email account s user name and password. Note: your user name might be called your account ID. User names are typically something like this: jane.doe@companyname.com or simply jane.doe.! Note: If your email address is your username, you do not need to fill out the bottom email field. Click Continue. If the information you entered is correct, the wizard will continue to the next step. If not, an error message will appear. That means either your username or password is incorrect. If you don t know your correct email login information, contact your IT Manager or email provider. D.Select the mailbox used for incoming and sent messages. This is referring to the folders within your email client that your incoming and sent emails are displayed. If you do not select the correct folders here, your emails will not be recorded. You can always go back and change the folders if you ve selected the incorrect one. 8
! Important: If you have your email setup on multiple Macs, as well as your iphone, take time to check that all sent messages appear in the same folder. If using different Macs or different email clients, sent messages can sometimes be placed into separate folders per Mac/email client. For example, by default Apple Mail uses a folder called Sent Messages to store outgoing messages. Alternatively, Thunderbird uses a folder called Sent. If messages appear in each folder, you may want to change/move messages so your email client places them in one unified folder. Contact your IT Administrator if you have any questions. Click on the Continue button. Congratulations! You have completed the setup wizard. After clicking on the Finish button, Elements Mail will download all appropriate emails. Because this is the first time, it will be gathering a large amount of emails and this process will take longer than usual.! Reminder: If you have not yet selected which sales accounts to record emails for, Elements Mail will not yet have any emails to record and will do so once these preferences have been set. Refer to Step 2 above on how to complete this. Also, if your Elements Account does not have any Sales Accounts with email addresses, Elements Mail will not find any matching correspondence. 9
Conclusion Now that you ve completed the Elements Mail App setup, you can sit back and relax. No matter where you are sending emails, Elements Mail will record them for you. It s the easiest email integration in the history of CRM! 10