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.
You can find your unique external email management addresses by navigating to Global Settings cog > Global Settings > Communications > Email > BCC & Forwarding Addresses
Your external email management addresses will appear:
When you send an email outside of NeonCRM, paste this address into the BCC field, as shown below.
When I compose an email, I can search for the contact and more easily drop the email address into the BCC field.
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 <firstname.lastname@example.org>
Date: Fri, Mar 2, 2018 at 2:32 PM
To: Amelia Gustavson <email@example.com>
In the above example, the email would be recorded on the account in Neon which has the email address of firstname.lastname@example.org, as this was the original sender of the email being forwarded.
You can send an external email to any constituent from their account page. Open the Contact section and click the Actions menu by the email address, then click Send Email:
This will open a window that will allow you to send a simple email to the constituent with your name and email address as the Sender:
Alternatively, you can just click on the email address itself. 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.
When you use either of your NeonCRM External Email Addresses, a text copy of the message is stored in the Sent Emails section of the appropriate Neon account. You can see the date sent, the sender's email address, and subject line. Click on any row to view the text of that message.
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.