Magnetic allows you a couple of options to sync email into the Magnetic platform and save them against contacts, companies, opportunities, and jobs.

You have two options when deciding how to sync email:

1. Link a users mailbox to Magnetic (we will check their mail every 5 minutes and pull in all sent and received email)

  1. Hover your mouse cursor over your name.
  2. Click on Personal settings.
  3. Scroll down to the bottom.
  4. Click on "New Mail Account".
  5. Select your relevant service provider
  6. Input your email account details and finish the setup

Your Magnetic email account will now sync with Magnetic.

Here users just email as they normally would an email is automatically pulled in.

You get a full history of all communication with the relevant users or users with anybody internally and externally.

Your contact list is automatically built based on who you communicate with.

Your list can get large and will need some maintenance which is one of the drawbacks.

2. Setup an internal company mailbox such as that is synced with Magnetic. 
  • All users must BCC or CC and the email will be copied into Magnetic and associated with the relevant contact.
  • Your contact database is built incrementally as you send emails out. Magnetic will intelligently select a contact if it exists or creates a new contact and company if necessary.
  • Emails are automatically linked to any contacts that are on the email and contacts are always linked to a company.

How to link emails to opportunity/jobs

If you want to link email to a specific opportunity or job then this must be done explicitly. There isn't a way we can automatically do this, unfortunately. 

You have 2 options:

1. Put the opportunity/job code in the subject line when sending an email in the format (m#xxxx) where the xxxx is replaced with the "External Reference" of the opportunity/job. This can be found when viewing the opportunity/job and in many of the other views.

  • Create a unique reference for the opportunity/job such as Retainer.

  • Put into the email in the format (m#Retainer) this reference field is set while editing the opportunity/job.

  • If an email was received that didn't have the opportunity/job code in it then you can still link the email to the opportunity/job manually:
    1. Click on Clients.
    2. Click on Emails.
    3. Search and select the relevant email.
    4. Choose "Add messages to opportunity / job".
    5. Select the Opportunity / Job and hit save.

    See the video below: 

To view emails you can
  1.  Click the email icon when viewing the opportunity/job to show emails linked explicitly to the job. 
  2.  Click the email icon when viewing the company to show all emails sent/received with contacts in that company.
  3.  Click the email icon when viewing the contact to show all emails sent/received with contacts in that contact.

See the video below: 

Also see:

Email Integration overview

Can I create tasks by sending an email