Outlook Integration
The outlook integration allows users three main features:
1- Inbox Functionality
2- Email tracking for Accounts/Deals/Contacts
3- Sending emails directly from Sales CRM
1- Inbox Functionality
Sales CRM can connect your Outlook Inbox directly in Jira. This means that each user will be able to connect their personal Outlook account to the inbox.
After connecting your Outlook account (from the Integration section of Sales CRM), you will now be able to access your personal inbox directly in Jira
You can use the inbox feature to read and send emails directly from Jira - just as you would with your Outlook account.
Another thing that you can do is to associate an email to an existing Deal/Contact/Account in order to track the client interactions done through that email thread (email sent, replies, forwards, etc.). Once logged, these interactions will be associated to the proper element (Deal/Contact/Account) for you and your team to re-explore.
You are also able to create deals from the inbox based on the email you wish to associate. (At this time, it does not also automatically log the email as an interaction).
From an email, you are also able to add contacts to your Sales CRM based on the email recipients.
2- Email Tracking
You will also be able to send and track emails directly from Contacts/Accounts/Deals. These will show in the Activity tab, and you can further segment those activities by looking at the emails section of the activity to only show emails that have been sent to that contact.
By clicking on a deal and logging an email activity. Once you send an email activity, it will automatically send your email from there.
3- Sending Emails
Connecting your Google Account and Outlook to Sales CRM will allow users to send emails directly from Sales CRM and have those emails be recorded as activities/customer interactions in Sales CRM. This is applicable for Deals, Contacts, and Accounts.
How does it work
After you link your Outlook account and connect your Gmail to Sales CRM, you will be able to - on a deal, a contact, and on an account, be able to send an email (no difference).
To send an email to a contact, press the email icon on the upper-left side of a contact/account/deal section. If your Gmail account is connected, you will have the email editor appear like below.
What is a Mail Merge?
Mail merge is a process that allows you to create a batch of personalized documents—such as emails, letters, labels, or invitations—where each copy is customized for an individual recipient. Instead of manually editing each document, mail merge pulls information (like name, email, job title, etc.) from a data source (like a spreadsheet or contact list) and automatically inserts it into a template.
Example:
Suppose you want to send a thank-you letter to 50 clients. Using mail merge, you can create one template letter with placeholders like {{name}} and {{company}}, and the system will generate 50 personalized letters, each addressing the client by their specific name and company.
Where can I send a Mail Merge From?
You can send a mail merge by navigating to your contact section and selecting your chosen contacts OR you can do the same approach for accounts.
How do Email Variables and Mentions work?
Email Variables act like Smart Variables from Atlassian - they automatically populate the variables with the information from the contact/account. You can read more about this further down.
In the email, you can @ someone from your team to mention them in the email. In V1, this will only mention their name in the email, but it will not add them to the email through a CC.
How does Mail Merge Tracking work?
FAQ
Is there a daily limit for Mail Merge recipients? Is there a daily send limit?
At this time, there are no send limit. HOWEVER, do keep in mind that this uses your connected email’s daily send limit. As such, you will need to check with those to make sure that you are following your provider’s limits and best practices.
What email are those emails being sent from?
The emails will be sent from the connected Gmail/Outlook account.
Can you create email Snippets/Templates?
At this time, this is not possible. This is something we are looking to introduce in future versions
How are Mail Merge Sent?
As of now, Mail Merge are sent on an individual basis. This means that when you send a mail merge to 50 recipients, the Mail Merge System will automatically send 50 individual emails. In the future, we will be looking to add more customization for recipients of mail merges.
Is there a way to review and manage all your mail merges?
There are currently no way of managing past Mail Merges, but that is something we are looking to introduce in future versions.
Can you automatically send emails to all associated contacts of an account in a mail merge?
This is not currently possible, but it is something that we are looking to introduce in future versions.
Is there email tracking for mail merge?
YES! There is email tracking for email sent. You should be able to access those emails under the “email” icon on the side bar. Do not that it only tracks the emails that you send.
In future versions, we will want to add a better tracking management system for mail merge.
Smart Email Variables
What is an Email Variable?
Email variables are similar to the concept of “smart values” from Atlassian, in which the variable will dynamically get populated based on the origin of the variable. For example, if the contact you’re reaching out to is named “Steve”, then the {{name}} variable will automatically be replaced with “Steve” when the email is sent.
Where does the information come from?
If you are sending an email from a contact, then the information will come from the contact’s information that was filled in.
If you are sending an email from an account, then the information will come from the primary’s contact’s information that was filled in.
What variables can I use?
There are many variables to choose from. In future versions, some might be added or remove (duplicates), but for now here is the list:
{{id}}: ID of the object you’ve selected (either the account ID or the Contact ID)
{{name}}: Name of the object you’ve selected (either the name of the account or the name of the contact)
{{contact.name}}: Name of the contact selected for the object used as mail merge
{{contact.email}}: Email of the contact selected for the object used as mail merge
{{contact.jobTitle}}: Title of the contact selected for the object used as mail merge
{{contact.phone}}: Phone number of the contact selected for the object used as mail merge
{{connectionStrength}}: Connection strength of the object used as mail merge
{{totalActivities}}: Count of the number of total activities for the object used as mail merge
{{linkedIn}} : Linkedin account for the object used as mail merge
{{angleList}} : Angelist account for the object used as mail merge
{{facebook}} : Facebook account for the object used as mail merge
{{instagram}}: Instagram account for the object used as mail merge
{{twitter}}: Twitter account for the object used as mail merge
{{twitterFollower}}: Twitter follower count for the object used as mail merge
{{description}}: Description for the object used as mail merge
{bucketId}}: Pipeline of the ID where the object is being used
{{website}} : Website for the object used as mail merge
{{email}}: Email for the object used as mail merge
{{phone}} : Phone for the object used as mail merge
{{street}}: Street for the object used as mail merge
{{postcode}} : Postal Code for the object used as mail merge
{{city.label}}: City Label for the object used as mail merge (e.g: CA)
{{city.value}} : City Name for the object used as mail merge
{{state.label}} : State Label for the object used as mail merge
{{state.value}} : State Name for the object used as mail merge
{{country.label}} : Country Label for the object used as mail merge (e.g: CA)
{{country.value}}: Country Value for the object used as mail merge
{{industry}}: Industry Value for the object used as mail merge
{{sender.email}} : Email of the sender (the one that sends the mail merge)
{{sender.displayName}} : Name of the sender (the one that sends the mail merge)
{{sender.avatarUrl}}: URL of the picture of the sender (the one that sends the mail merge)
{{recipient.email}}: Email of the recipient (the one that receives the mail merge)
{{recipient.displayName}}: Name of the recipient (the one that receives the mail merge)
{{recipient.avatarUrl}}: Url of the recipient (the one that receives the mail merge)
What are the future of Smart Variables?
In the future, we will want those values to be able to be used for automation, in notes, and etc. in order to quickly populate the data. Stay tuned!
FAQ
Can I add email variables to the subject?
You can! However you will need to manually start inputing the smart variables (i.e: start writing “{{“ for the options to appear)
What happens if the value variable is empty?
If the variable has no information to seek, it will default to an empty space. As a result, the recipient will just a space. You’ll want to make sure the information used is there.
In future versions, we will work towards having some sort of alerts when a smart variable is empty.
What is the difference between name vs. recipient name vs. sender name?