You can enable Gmail integration in Pipeliner ensuring that emails sent to, and received from, Contacts and Accounts in Pipeliner are captured in the records's Feeds tab.
PRE-REQUISITES: In order to use this integration, you will need to have a Pipeliner Cloud subscription and a G Suite account.
NOTE: Your Administrator will need to make sure that the integration is enabled for your Pipeliner space. Instructions for Admins are at the end of this article.
How to activate the Gmail integration
Click on the "Avatar (Photo)" icon on the upper right corner & then click “Settings” ⤵
Click “Activate” beside Gmail for Email Synchronization ⤵
Select your Gmail account from the list. If your Gmail account does not appear, you may have to login.
Once selected, depending on the security on your account, you may get the message below ⤵
Click “Advanced” and then click “Go to Pipeliner CRM”. You will then need to allow permissions and click “Continue” to authorize Pipeliner CRM permissions on your Gmail account ⤵
Review the folder names to make sure you integrate to the correct folders within your Gmail (Inbox is typically your incoming email folder unless you have multiple Inboxes within Gmail, you’ll usually need to select Sent as your outgoing email folder).
Click on "Next" to review E-mail Linking and Privacy Preferences.
E-mail linking for known e-mail addresses
Emails are usually sent to and from the email addresses saved against Contacts you have in Pipeliner but sometimes you might also send emails to the email addresses you have saved on Account records. Have at least one of these options checked, however we suggest that you check both “Link e-mails to Accounts” and “Link e-mails to Contacts”.
E-mail linking for unknown e-mail addresses
The option “Link e-mails to Accounts based on Domain” allows emails to be linked into Pipeliner even if the email address of the sender is not saved in Pipeliner -i.e. is "unknown". The linking is carried out based on the company’s domain (as long as the website - the default, system “Home Page” field - has been filled in for the Account).
For example, if a user receives an email from a new Contact (firstname.lastname@example.org), ordinarily that email would not be saved into Pipeliner as there is no matching email address. If a user has enabled the option, the integration would look for an Account with a domain/website such as pipelinersales.com (or pipelinersales.co.uk) and, if one is found, the email would be linked to that Account record in Pipeliner.
If your Administrator has allowed it, you can decide about the default visibility of your emails to other users in the Email Default Sharing dropdown.
Public - all users who have rights to see the Account or Contact that the email is linked to, will also be able to open and read the linked email.
Private - all users who have rights to see the Account or Contact that the email is linked to, will be able to see that an email has been sent or received but will not be able to open and read the linked email.
Click on "Finish" to activate the integration with your selected options. Once Pipeliner CRM is enabled, you should see your email address listed under Gmail Integrations › Gmail with a green check mark ⤵
NOTE: The email address must be exactly the same as on a Contact’s record in Pipeliner and must be saved in Pipeliner before the email is sent or received.
All emails are accessible in the "Feed" section of the account/contact in chronological order. This way you can track the email communication directly in Pipeliner.
Allow a few minutes for emails to appear in the Feed. Incoming copies of emails appear in Pipeliner after they have been transferred from your email client via the cloud server during synchronization of Pipeliner.
All users in Pipeliner who have the rights to view the Contact (or Account) will also have rights to view all the emails linked to that Contact.
If you quickly move emails out of the Inbox and Sent Items folders that you linked to while setting up the Office365 integration, emails will not be able to be copied into Pipeliner. You’re fine to move emails into custom folders but make sure that you can see them in Pipeliner first or leave it a couple of hours before doing so to be sure!
No historical emails will be copied into Pipeliner - only those you send and receive after the integration has been activated for your Office 365 account.
NOTE: Emails will be linked for all users who have activated the email integration. Emails between colleagues (Pipeliner users) will not be captured and Pipeliner Admins also have the ability to exclude all emails from specific domains in the Admin Module › Settings tab in the "Email Domain Blacklisting" section ⤵
Open a Contact Record and ensure an email address is listed.
NOTE: Email addresses must be listed on each contact record which you want to see your emails on ⤵
Send an email to the email address in your contact record from Gmail.
Email will appear in the feeds section in your contact record and also to any account they are related to. Emails you send to this contact will appear here as well ⤵
FOR ADMINS ONLY:
Enter the Admin Module — from the Pipeliner CRM Application, click on the App Switcher in the top left corner ⤵
NOTE: Only Administrators will see the Administration menu.
Click on the Automation Hub tab and check that "Google Gmail" is running in the "My Apps" section. If not, find it in the "Most Popular" section and click on "Add for Free" to activate it.
Then go back to the App by clicking on the App Switcher in the top left corner again and selecting "CRM Application".
Frequently Asked Questions (FAQs)
I got an error email, what should I do?
If you get an email containing the following message "Please note that your emails have not synced properly with your Pipeliner account. Please review your IMAP settings within Pipeliner application."
or "Scheduled report [report name] could not be generated
Please navigate to the Apps tab in Settings (just as if you were enabling the integration for the first time) and reactivate your integration(s) ⤵