External Email Management

External Email Management

Contents

External Email Communication
Locating your BCC and Forwarding Address
Using your External BCC Email Address
Using your External Forwarding Email Address
Sending an Email from an Account Page
External Email Communication History
Related Guides

External Email Management

This tool is used for tracking external email communications between your staff and constituents in your database.  These are email conversations with constituents that take place in an email program outside of NeonCRM, such as your organization's Outlook or Gmail application. NeonCRM provides two unique email addresses for this purpose:

  • External Email BCC Address - for adding to the BCC email field when you send an external email
  • External Email Forwarding Address - for forwarding an external email you've received from a constituent

You can use these addresses to create a record of external email communications on the appropriate account in NeonCRM, if an account with the recipient's email address already exists in your database. 


Locating your unique BCC and Forwarding email addresses

You can find your unique external email management addresses here:

System Settings > System Settings Home > Communications > Email > BCC & Forwarding Addresses

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Your external email management addresses will appear:

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Using your External BCC Email Address

When you send an email outside of NeonCRM, paste this address into the BCC field, as shown below.

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Tip: You might want to create a contact for your BCC email so you don't have to copy and paste the long address into the BCC field each time. In the example below, I've added the external BCC email address as a contact named Neon BCC Email.

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When I compose an email, I can search for the contact and more easily drop the email address into the BCC field.

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Using your External Forwarding Email Address

Tip: As with the BCC email address, you might want to create a contact for your Forwarding email so you don't have to copy and paste the long address into the "To" field each time.

If you'd like to create a record in NeonCRM of an external email that you've received from a constituent, forward it to the External Email Forwarding Address.

This feature was designed to identify the target Neon account by looking at the "From" email address in the forwarded email. In order to do that, the forwarded message must currently contain text which matches the following format:

---------- Forwarded message ----------
From: Zach Chen <zach@nonprofit.com>
Date: Fri, Mar 2, 2018 at 2:32 PM
Subject: Hello 
To: Amelia Gustavson <amelia@nonprofit.com>

In the above example, the email would be recorded on the account in Neon which has the email address of zach@nonprofit.com, as this was the original sender of the email being forwarded.


Sending an Email from a Neon Account Page

When you click on the email address on an account page, this will open your computer's default email client to compose a new email. The new email will auto-populate with the constituent's email address along with your external BCC address, as shown in the example below. 

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Viewing External Email Communication on a Neon Account

When you use either of your NeonCRM External Email Addresses, a copy of the message is stored under the External Email Communication History section of the corresponding Neon account. You can see the date sent, the sender's email address, and subject line. Click on the row to view the message.

external_email_comm_history.png

NeonCRM only stores text for external emails, so any attachments included in the sent email or any links sent as hyperlinked text will not be available here. 


Related Guides

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