Sending Emails and Linking them to Relevant Records

Emails in BoldSales can be sent from several places across the app and linked to relevant records for easy tracking. This guide covers sending emails, setting visibility, adding attachments, linking records, managing your mailbox, and adding unsubscribe links.

Email sending options

You can send an email from any of the following places:

• From Activities > Emails from the left sidebar menu: Click New Email at the top left.
• From the contact record details page: In the Emails tab, click the icon.
• From the pipeline record details page: Click the icon.
• From the top navigation bar: Click the icon.
• Using keyboard shortcut: N + M.

When you click any of the above options, a new email drawer will open. If you have not already connected an email provider, a dialog will appear prompting you to connect Google, Outlook, or Other Email Providers, to enable sending messages.

In the new email drawer, add the recipients, subject, content or even add attachments when needed then click Send.

Note: The total email size limit is 24 MB, including the email content and attachments.

Private emails

Emails can be sent as private, where only the participants can view them, or as shared, where all users with access to the linked records can view them.

You can configure visibility either:

• While composing a new email.
• Or, after sending the email. This can be done for the received emails too.

Changing visibility while sending an email

In the New Email drawer, you’ll see the Visibility option. This determines who can view the email after it is sent.

The system automatically selects a default visibility based on the preference set under Setup > My Profile > Email Setup → Email visibility which again depends on the organization email settings. However, you can click the Visibility option to switch between Shared and Private. There is no specific permission needed for this.

For more details, visit: Managing organization email settings.

Shared

If an email is marked as shared, all users who have record-level access to any of the linked records can view the email.

For more details, visit: Managing permissions to view, edit, and delete records.

Private

If an email is marked as Private:

• Only participants of that email can view it which would be sender and all recipients, including those in To, CC, and BCC.
• Users who have access to the linked record cannot view the private email unless they are also participants.
• Marking an email as Private affects only that specific email thread. All the other email threads in the record will not be affected due to this.

Changing visibility after the email is sent or received

You can update the visibility of an email even after it has been sent or received. This gives you flexibility to correct visibility settings or restrict access whenever needed.

To change visibility of a sent email:

1. Go to Activities > Emails and select the Sent Items section.
2. Select the email you want to update.
3. Click the icon in the top‑right corner of the email.
4. Select Visibility from the menu.
5. Choose Shared or Private.

This can be done for the received emails too in the Inbox section.

Email engagement summary

You can view how recipients interact with your sent emails, including opens and link clicks, using the Email Engagement Summary.

To view the email engagement summary

1. Go to Activities > Emails.
2. Navigate to the Sent Items section.
3. Select the email you want to track.
4. Click the icon.

What you can view

The Email engagement summary provides the following details:

• Total opens – Displays how many times the email has been opened.
• Total link clicks – Shows the number of times links within the email were clicked.

Link activity

• Displays details of link interactions (if any).

Timeline

• Shows a chronological view of email activity (for example, when the email was opened).

• Email tracking works only when tracking is enabled and the recipient loads the email content.

• Link tracking data appears only if the email contains trackable links and recipients interact with them.

Adding attachments

To add an attachment when composing a new email:

1. Click the option in the New Email drawer.
2. An Attachments dialog will open.
3. Select Click to upload to upload your file by dragging and dropping it into the upload area or selecting it manually.
4. Files must not exceed 20 MB.

Linking the email to records

In the New Email drawer, click to open the Link Email Conversation drawer.

Linking to contacts and companies

Enable Link the email with all recipient contacts and their associated companies to link that email to the recipient contacts and their companies. It is enabled/disabled by default based on the setting under Setup > My Profile > Email Setup → Link email conversation with contacts and their companies which again depend on the organization email settings. However, you can change this setting. There is no specific permission needed for this.

You can link the email to the recipients even after the email is sent or received. However, once linked to contacts or companies, you cannot unlink the email again. Also, you cannot link to the irrelevant contacts or companies. The email can be linked only to the email participants and their companies.

For more details, visit: Managing organization email settings.

Linking to pipeline records

Only if Link the email with all recipient contacts and their associated companies is enabled, the Pipeline Records section is enabled. When sending an email from the pipeline record page, the current pipeline record is linked by default unless you manually unlink it. Also, you can click Add Pipeline Records to open the dropdown menu and make further changes like:

• Manually choose pipeline records: Opens a searchable list of available pipeline records. If the record you’re looking for doesn’t exist, you can create a new one directly from the dialog. In the Choose Pipeline Records dialog, select a pipeline first, then search for the record within that pipeline.
• Select open pipeline records for all linked contact(s): Links all the open pipeline records associated with all the recipients of the email.

You can link the email to the pipeline record even after the email is sent or received.

To link an email to a pipeline record dynamically:

1. Go to the Emails tab of the respective pipeline record.
2. Find the email and click Edit linked records.
3. Click the Add Pipeline Records option and select one of the options from the menu.
4. Click Update.

Unlinking from pipeline records

To unlink an email from a pipeline record:

1. Go to the Emails of the respective record.
2. Find the email and click Edit linked records option at the top right.
3. Find the pipeline record you want to unlink under Linked records section.
4. Under the Actions column, click Remove.
5. Click Update.

The image below shows the Link Email Conversation dialog.

You cannot unlink the email from the contact or company record once the email is sent.

Unsubscribe link

If Allow including unsubscribe link in emails is checked in the organization email settings, then you will have an option to include an unsubscribe link while sending emails.

• You can choose to check or uncheck the Include unsubscribe link option while composing an email. If checked, an unsubscribe link will be added to the email.
• The unsubscribe link allows recipients to opt out of future emails from your organization.

For more details, visit: Managing organization email settings.

Personal mailbox

Your personal mailbox in the Emails section allows you to view and manage your email conversations directly within BoldSales.

To access your personal mailbox, go to Activities > Emails from the left sidebar. It includes:

• Inbox – Shows all incoming emails synced from your connected email account.
• Sent items – Shows emails you’ve sent.
• Trash – Stores deleted emails, and you can restore emails from here if needed.
• Spam – Shows emails reported as spam, and you can remove emails from spam.
• Email templates – Used to create predefined email formats for quick and consistent communication.

For more details, visit: Creating and using email templates.