Managing Organization Email Settings

Organization email settings define how email is used by all users across the entire organization. These settings include approved email providers, domain restrictions, email visibility, and email-to-record linking. Configuring them centrally ensures compliant, secure, and consistent communication across the organization.

Use cases

Allow only approved email providers

Restrict email integration to secure, organization-approved services like Google and Outlook. This prevents users from connecting personal or unsupported email accounts, reducing security risks.

Sync emails only with saved contacts

Ensure that only emails related to contacts already stored in BoldSales are synced. This keeps BoldSales clean and focused on business-related communication, avoiding unnecessary clutter from unrelated emails.

Control email visibility across the team

Decide whether emails should remain private to email participants or be shared with users who have access to related records in BoldSales. This helps maintain confidentiality while enabling collaboration where needed.

Accessing email settings

To access organization-level email settings,

1. Go to Setup from the left sidebar.
2. Navigate to Organization Profile > Email.
   

Email integration options

Choose which email services users in your organization are allowed to connect to BoldSales:

1. Under the Email integration options section, click Edit.
2. Choose the email service providers, (Google, Outlook, Other Email Providers).
3. Click Save to apply.

Approved domains for email connections

Restrict email connections to specific domains to ensure only trusted accounts are used.

For example, if your company’s email domain is @example.com, add example.com to the approved list. Then, only users with email addresses like [email protected] will be able to connect their email accounts.

To add approved domains,

1. Click Manage Domains under Approved domains for email connections.
2. To add domains one by one, click in the input space and type the domain name, then click Add value to include additional domains individually.
3. To add multiple domains at once, click Add multiple values. In the dialog, type each domain on a new line in the text box, and click Add.
4. Once all domains are entered, click Save to apply your changes.

The following image shows the drawer to add and manage Approved Domains for Email Connections.

Email visibility

Control who can access email communication across the organization. This setting determines whether emails are visible only to the email participants or shared with other users who have access to related records.

To adjust visibility settings,

1. Click Edit under Email visibility and choose the visibility setting.
   • Private: Only participants in the email can view it.
   • Shared: Users with access to linked records can view the email.
2. Click Save to apply.

Though the default state is based on the above setting, a user can change this while composing an email irrespective of the organization setting. The visibility setting will be displayed at the bottom of the New Email drawer. Click the Visibility button and select the desired visibility setting. There is no specific permission needed for this.

Sync only emails with CRM contacts

When checked, this setting ensures that only the emails involving contacts saved in BoldSales are synced. Uncheck to sync all emails sent and received from your connected account.

Suppose you have a contact named John Smith saved in BoldSales. If this setting is checked, emails exchanged with John will sync. However, if you receive an email from [email protected] and Mary is not a saved contact in BoldSales, that email will not sync.

Automatically create new contacts

When checked, a new contact is automatically created when the sender or recipient is not a saved contact in BoldSales during email exchanges.

Suppose you receive an email from [email protected], and Jane is not a saved contact. BoldSales will create a new contact record for Jane and link the email to that contact. You can then update the contact details later. This also applies to outgoing emails.

Exclude domains from contact creation

You can exclude specific domains or email addresses to prevent them from being added as contacts. It’s useful for avoiding unnecessary contacts that are not relevant to BoldSales.

For example, you might want to exclude domains like @newsletter.com or @noreply.com to prevent marketing or automated emails from creating contacts in BoldSales.

To exclude domains,

1. Click Manage Domains under Exclude domains from contact creation. This opens the Exclude Domains From Contact Creation drawer.
2. To add domains one by one, click in the input space and type the domain name, then click Add value to include additional domains individually.
3. To add multiple domains at once, click Add multiple values. In the dialog, type each domain on a new line in the text box, and click Add.
4. Click Save to finalize.

The following image shows how to exclude email domains from contact creation.

Relationship between sync only emails with CRM contacts and automatically create new contacts

When Sync only emails with CRM contacts is checked, BoldSales syncs emails only for contacts that already exist in the CRM. Emails involving unknown or unsaved email addresses are ignored.

Because new contact creation depends on syncing emails from unknown participants, Automatically create new contacts is disabled by design when Sync only emails with CRM contacts is checked.

Link email conversation with contacts and their companies

When this setting is checked, BoldSales automatically links incoming and outgoing emails to the contacts involved in the email communications and their associated companies, unless manually unlinked.

When receiving an email

When an email is received from a saved contact, BoldSales automatically attaches it to the contact’s Emails tab and to the Emails tab of every company record associated with that contact.

Example:
If John Smith is saved as a contact and linked to ABC Corp, any email received from John is automatically visible in John’s contact record and in ABC Corp’s company record, in their respective Emails tabs.

When sending an email

When you send an email to saved contacts, BoldSales links the message to each recipient contact record, their associated companies.

Example:
You send an email to John Smith (ABC Corp) and Jane Osborne (Treehouse Inc). The sent email appears in John’s contact record, Jane’s contact record, ABC Corp’s company record, and Treehouse Inc’s company record, within each record’s Emails tab.

Though the default state is based on the above setting, a user can change this while composing an email irrespective of the organization setting. There is no specific permission needed for this.

1. In the New Email drawer, click the Edit linked records icon at the bottom.
2. Turn on/turn off the Link the email with all recipient contacts and their associated companies toggle option as needed.
3. Click Update to apply the changes.

Track emails

Enable tracking of email opens and link clicks to monitor recipient engagement.

Allow including unsubscribe link in emails

If you check this option, it will allow users to optionally include an unsubscribe link when composing emails. The link gives email recipients the option to stop receiving future emails from your organization, helping you stay compliant with email marketing best practices and respect recipient preferences.

The Preview section displays how email recipients view the link. The content can be modified.

1. Click Edit under Preview to open the Edit Unsubscribe Content dialog.
2. Click the Unsubscribe linkand click the Edit link icon which opens the Edit Link dialog, where the URL field is prefilled and read-only for unsubscribe links, and only the Display text can be edited.
3. Make the necessary modifications and click Update.
4. Click Update to apply.

Manage excluded domains and emails

Manage the domains and email addresses to be excluded from email communications across the organization. Excluded domains and email addresses will not be synced or linked to any contacts, companies, or records in the system.

1. Click Manage Exclusions under Manage excluded domains and emails.
2. To add domains one by one, click inside the input space and type the domain name, then click Add value to include additional domains individually.
3. To add multiple domains at once, click Add multiple values. In the dialog, type each domain on a new line in the text box, and click Add.
4. You can also use wildcard patterns (e.g., *.skyreachglobal.com) to exclude all subdomains of a domain so that you do not need to list each subdomain separately.
5. Click Save to apply your changes.

For example, if you want to exclude all emails from @example.org, add example.org to the exclusion list. This ensures emails like [email protected] will not sync or link to any records. Adding *.example.org will also exclude emails from subdomains such as [email protected].