Setting up the Email Integration
New Feature
What's New: Users now can integrate their Outlook or Gmail accounts directly with Estateably. This enhancement allows emails to be sent from the user's personal or professional email accounts rather than through Estateably's system without changing the current format.
Setup Process
Before you can use the email integration, the organization's admin must first enable it at the account level. Once enabled, follow these steps:
Step 1: Enabling/disabling the integration
How to enable (for org admins)
- Log in to Estateably: Access your account using your credentials.
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Navigate to Settings:
- Click on the Settings icon, usually found in the top right corner of your screen.
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Access Integrations:
- Within the left side menu, select Integrations.
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Choose Your Integration:
- You will see an option to Enable Integrations on the right side of the screen.
- Click Enable Integrations
- A list of available email integrations will appear: Gmail and Outlook.
How to disable (for org admins)
- Log in to Estateably: Access your account using your credentials.
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Navigate to Settings:
- Click on the Settings icon, usually found in the top right corner of your screen.
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Access Integrations:
- Within the left side menu, select Integrations.
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Choose Your Integration:
- You will see an option to Disable Integrations on the right side of the screen.
- Click Disable Integrations
- The list of integrations will be greyed out and not available: Gmail and Outlook.
Step 2: Authentication
How to authenticate (for users)
1. Navigate to Tools:
- On the navigation menu, select the Tools tab.
2. Access Integrations:
- From the Tools dropdown, choose Integrations.
3. Select the Email Integration:
- In the list of integrations, find the one for your email provider, such as Microsoft Outlook or Gmail, and click it.
4. Configure the Integration:
- A prompt will appear asking you to configure the integration.
- Follow the on-screen instructions to connect your personal email account (Outlook or Gmail) to Estateably.
- You can set a default name to the integration, click Next.
- Connect with Outlook or Gmail account by click Connect or Sign in with Google.
- You will need to login and authorize with the provider.
*Note: If you authorize with both providers, the system will use the last account connected to send emails from the platform.
- After successful configuration, a prompt will indicate the successful connection, and your email integration will be ready to use. Please refer to the screenshots below.
5. Pause the Integration:
- Go to Tools -> Integrations
- Select the integration you would like to pause
- Select the 3 dots next to Reconfigure
- Select Pause Integration
This process will simply just put the integration on pause, and your Estateably email address will be used to send emails rather than your personal provider. A yellow icon will reflect this action.
- To Unpause the integration, follow the same steps and select Unpause Integration.
6. Deactivate the Integration:
- Go to Tools -> Integrations
- Select the integration you would like to pause
- Select the 3 dots next to Reconfigure
- Select Deactivate Integration
- A prompt will display to confirm the deactivation.
- Type in the word Delete and select the option to Deactivate.
This process will deactivate the integration on your account. To Reactivate, you will be asked to sign back in with your provider.
Using the Email Integration
1. Introduction
Welcome to the Estateably Email Feature User Guide! This guide will help you navigate the email functionalities integrated into various sections of the Estateably platform. You can send emails directly from the platform in four key areas: Tasks, Contacts, Forms & Letters, and Documents. Below, you will find detailed instructions on how to use the email feature in each of these areas.
2. Tasks Section
Using the tasks section, you can email letters assigned to tasks in your organization. Here’s how:
Access the Section:
- Navigate to the Tasks section where your organization tasks are handled.
- Find the task which has a form, or multiple forms assigned to it, by navigating to the “View Details” of the task and afterwards the “Forms” tab.
Send an Email:
- At the bottom of the screen, next to the Generate button, you will find an Email button.
- Select the “Email” button, which will automatically generate the document.
- A notification box will come up indicating your document is generating, at the bottom right corner of the screen.
- An email window will pop up, including your attached document.
Customize and Send:
- Modify the email fields, if necessary, and click “Send.”
- Look for the “Email sent” confirmation message in the bottom right corner of the screen.
Cancel:
- When cancel button is selected, the email modal closes.
3. Contacts Section
Using the contacts section, you can send emails to any person that has been added to any contact tab, with ease. Here’s how:
Enter Contact Details:
- Ensure that each contact is entered into the system with a valid email address.
Send an Email:
- Click on the three dots (ellipsis) next to the contact you wish to email.
- Select the “Email” option from the dropdown menu.
- An email window will pop up with the following fields, any of the fields can be modified if needed:
- To: The contact’s email address.
- CC: Other contact’s email address, using commas to separate additional contacts.
- BCC: Other contact’s email address, using commas to separate additional contacts.
- Subject: Name of file.
- Body: "Hello, this email is regarding the following attachment."
Add Attachment:
- Use the attachment box in the email window to drop any file you need to send.
Send the Email:
- Click the “Send” button.
- A notification box saying “Email sent” will appear at the bottom right of the screen.
Cancel:
- When cancel button is selected, the email modal closes.
4. Forms & Letters section
In the Forms & Letters section, sending an email follows a similar process:
Access the Section:
- Navigate to the Forms & Letters section where your documents are listed.
- Find the letter you would like to send via email and generate it.
Send an Email:
- At the bottom of the screen, next to the Generate button, you will find an Email button.
- Select the “Email” button, which will automatically generate the document.
- A notification box will come up indicating your document is generating, at the bottom right corner of the screen.
- An email window will pop up with the same fields as in the Contacts section, including your attached document.
Customize and Send:
- Modify the email fields, if necessary, and click “Send.”
- Look for the “Email sent” confirmation message in the bottom right corner of the screen.
Cancel:
- When cancel button is selected, the email modal closes.
5. Documents section
The Documents section also allows you to send emails directly from the platform:
Access section:
- Go to the Documents section in your Estateably account.
- An email window will pop up with the following fields, any of the fields can be modified if needed:
- To: The contact’s email address.
- CC: Other contact’s email address, using commas to separate additional contacts.
- BCC: Other contact’s email address, using commas to separate additional contacts.
- Subject: Name of file.
- Body: "Hello, attached is the document."
Customize and Send:
- Make any necessary changes to the email, attach file, and click “Send.”
- The “Email sent” confirmation will appear in the bottom right corner of the screen.
Cancel:
- When cancel button is selected, the email modal closes.
6. Viewing Email Activities
To check any email activities:
Access section:
- Navigate to the Overview page of the Estateably app.
- View the notes section
Filter Email Activities:
- Look for the “File Activities” section.
- Use the filter option to select “Email.”
- All email-related activities will be displayed.
7. Set up default signature
To set up your default email signature:
Access Signature Settings:
- Navigate to your user profile in the Estateably app.
- Under the "Email Communication" section, locate the area to add your default signature.
- Enter your desired signature in the provided field and click on the “Save” button at the bottom right side of the screen.
- Customize it as needed; the signature will automatically populate in the body of every email you send.
Note:
- Any changes made to your signature within your user profile will be reflected in future emails.
- However, if you modify the signature directly in the body of an email, those changes will not be saved to your profile.
8. Tips and Best Practices
- Ensure Accuracy: Double-check the recipient's email address and the content of your email before sending.
- Attachment: Always confirm that the correct file is attached to your email.
- Review Sent Emails: Regularly check the File Activities section to keep track of your email communications.
*** please note only one file can be attached in an email at this time.
By following this guide, you will be able to effectively use the email feature in Estateably to manage your communications directly from the platform. If you have any questions or need further assistance, please refer to the help section or contact support.
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