How to send emails in Estateably
1. Where can I find the email feature?
The email feature is available in four separate sections of the Estateably app: Tasks, Contacts, Forms & Letters, and Documents.
2. Who can I send emails to?
You can send emails to anyone with a valid email address.
3. How do I send an email?
- In Tasks: After selecting the task, head over to the “Forms” tab within the task and find the “Email” button at the bottom of the page, next to “Generate”.
- In Contacts: Click on the three-dot menu on the far-right hand side of the contact you wish to email, then select the "Email" button.
- In Forms & Letters: Select the form you wish to email, and at the bottom of the screen, you can select the "Email" button to trigger the feature.
- In Documents: Click on the three dots on the right side of the document, then select "Email."
4. Are there logs of emails being sent?
On the Overview page, near the Notes section, you can filter by "Email" to view a log of sent emails. This log includes details on who sent the email, who it was sent to, and any attachments included.
5. Can I attach documents when sending an email?
Yes, you can attach files to emails sent through the platform. However, there is a size limit of 25 MB for attachments.
6. Can I send an email to multiple recipients at once?
Yes, you can enter multiple email addresses in the "To" field, separated by commas, to send an email to multiple recipients.
7. Can I customize the subject line and body of the email?
Yes, you can fully customize both the subject line and the body of the email before sending it.
8. Will the recipient be able to reply to the email?
Yes, recipients can reply directly to the email, and their responses will be delivered to the sender’s email address however, it will not be tracked within the app at this time.
9. How will I know if my email was successfully sent?
After sending an email, a confirmation message will appear at the bottom right of the screen. Additionally, you can check the Sent folder in your personal account.
10. Can I save a draft of an email?
Currently, the platform does not support saving drafts. It is recommended to complete your email in one session.
11. What happens if an email fails to send?
If an email fails to send, you will receive an error message. You can check your internet connection and try again. The email log will not show failed emails.
12. Can I format the text in the email body?
Yes, you can use basic text formatting options like bold, italics, and bullet points in the email body.
13. Can I use email templates?
Currently, Estateably does not support email templates. However, you can manually create and reuse content for similar emails.
14. Will attachments be automatically saved in the document section?
Yes, attachments sent via email are automatically saved in the document section.
15. Can I schedule emails to be sent later?
Currently, the platform does not support scheduling emails for future delivery. All emails are sent immediately after you click Send.
Setup and Administration
1. How do I connect to Gmail or Outlook?
As an organization administrator on the platform, you can enable email integration by navigating to the Settings section of your account. From the Tools section in the platform, you can authenticate with your personal accounts following the prompts.
2. How do I know if I'm connected to Gmail or Outlook?
After completing the authentication process, a confirmation message will be displayed in the platform. Additionally:
- All emails will be sent from your personal email account.
- You can verify this by checking your Sent folder in your connected Gmail or Outlook account.
3. Can anyone use the email integration?
No, the integration must first be enabled by the organization administrator. Afterward, each user will need to connect their own Gmail or Outlook account to send emails through the platform.
4. Is the email integration free?
The email integration is available as a free trial until the end of January 2025. After the trial period, it will be included in the Core and Advanced subscription plans.
5. Is it safe to send emails using the platform?
Yes, sending emails through the platform is safe. Emails are securely sent to any valid email address using your authenticated Gmail or Outlook account.
6. What happens if I disconnect my email account?
If you disconnect your email account from the platform, you will no longer be able to send emails until you reconnect it. Existing email logs within the platform will remain accessible.
7. Can I use both Gmail and Outlook at the same time?
No, you can authenticate with both at the same time, however the system will use the last provider connected. You would need to disconnect and reconnect the accounts again, in case you want to switch accounts.
8. Can I send bulk emails using the integration?
No, the integration is designed for individual email communication related to tasks within the platform. Bulk email functionality is not supported.
9. Will my email signature be included in emails?
Yes, the platform will automatically include your configured email signature when sending emails. You can manage your signature in the Email Configuration section under My Profile.
10. What happens to emails sent before I connected my account?
Emails sent before connecting your email account are sent through the platform's default service. These emails are logged in the platform but won’t appear in your personal Gmail or Outlook Sent folder.
11. Can I customize the email address shown to recipients?
No, emails will always be sent from your connected Gmail or Outlook account, and recipients will see your personal email address.
12. What if I encounter an error during setup?
If you encounter issues while connecting your email account, check the following:
- Ensure you have the correct credentials.
- Verify your email provider’s permissions.
- Contact your organization administrator or our support team for further assistance.
13. Does the integration support multiple accounts for one user?
No, each user can connect only one email account at a time. If you need to switch accounts, you’ll need to disconnect and reconnect with the new account
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