How to connect each user’s Microsoft 365 (formerly Office 365) Outlook Email to Pipeliner
Once the integration is activated and running in the Automation Hub, it needs to be activated by each individual user.
Click on the "Avatar (Photo)" icon on the upper right corner & then click “Settings” ⤵
Click on the Apps tab and you’ll then be able to see the Office365 integrations and click “Activate” beside Outlook Email ⤵
Pick the Microsoft account you want to integrate to and enter your password, if prompted ⤵
You’ll then need to click on “Accept” to grant permission for the integration to work ⤵
NOTE: You may need to contact your IT team for additional information.
Next confirm your settings ⤵
Review the folder names to make sure you integrate to the correct folders within your Outlook (Inbox is typically your incoming email folder unless you have multiple Inboxes within your Outlook, you’ll usually need to select Sent Items as your Outlook outgoing email folder).
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.
You can also allow your email address to be used by your colleagues - for example, the Marketing team - for Mass Emails and for emails sent by the Automatizer process tool.
Click here for more details on those options.
Click "Close" to save your settings ⤵
Once the integration is setup. It will look like this. Click on "Configure" to change your selections or Deactivate to switch the integration off.
NOTE: If you deactivate the integration, it will only apply to your account — no other users will be affected ⤵
How to see your emails within Pipeliner CRM
When you send an email to or receive an email from a contact, a copy of the email is then stored under the "Feeds" tab for that Contact (or Account) in Pipeliner.
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 ⤵
How to test
Open a Contact record in Pipeliner & check it has the right email address ⤵
Send an email to the email address saved against your Pipeliner Contact from Outlook. Within a few minutes, a copy of the email will appear in the Feeds section in your contact record. You will also be able to use your Feed options to make them visible on the Feed of any Leads or Opportunities that the Contact is related to.
NOTE: Don’t send emails to your colleagues in order to test as the integration is not designed to capture internal emails. Create a contact with a personal email address instead and send your test messages to/from that address. Don’t forget to delete the emails and test contact from Pipeliner afterwards (if you have deletion rights).
Note for Administrators if the Office 365 email integration is not available in user settings:
For Administrators Only: You need to make sure that the integration is enabled for your Pipeliner space before any of your users will be able to activate.
Enter the Admin Module — from the Pipeliner CRM Application, click on the App Switcher in the top left corner ⤵
Click on the "Automation Hub" tab and check that "Office 365 Email" is running in the "My Apps" section. If not, find it in the "Most Popular" section and click on "Add" to activate it.
NOTE: You need to choose between using the Exchange integration and the Office 365 integration. Only one of them can be running and, once you’ve chosen to use the Office 365, you cannot change back to Exchange ⤵
To proceed further, click on "Activate".