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      Getting Started with Connected Mailbox

      Automatically create CRM sales activity from the emails and calendar events you send and receive.

      What is Connected Mailbox?

      • Once each CRM user finishes the initial setup, their work emails and calendar events will be automatically logged as sales activities in ShareBuilder CRM.
      • You no longer need to take any additional steps in your mailbox to have your sent and received emails, as well as calendar events, automatically recorded in the CRM.
      • Emails that you send or receive will be instantly reflected as activities and contacts in the CRM, typically within just a few seconds.
      • You have the ability to manage which email folders from your mailbox are synchronized with ShareBuilder CRM.
      • You have the option to completely exclude specific email addresses, such as "bill@lawfirm.com," or entire domains, like "lawfirm.com," from being synced into CRM.
      • ShareBuilder CRM will automatically identify and associate new contacts with their corresponding companies.
      • Any new contacts you interact with will be recognized, and most will be linked automatically. For those that cannot be matched right away, you can easily add them to CRM using the new unknown contact feature with just a single click.
      • For contacts that we are unable to match automatically, they will be added to an unknown contact list for your review at your convenience.

      Connected Mailbox is currently in the beta phase and is being gradually introduced to our customers. We encourage you to share any feedback or insights you may have directly with our customer support team.

      Getting Started with Connected Mailbox

      Access the new "Connected Mailbox" settings page:

      1. Log in to your ShareBuilder account
      2. Navigate to your profile page.
        Screenshot 2024-10-07 at 12-02-19 PM-png

      3. Select the new Connected Mailbox tab at the top of the page
        Screenshot 2024-10-07 at 11.59.53 AM

      4. Select Microsoft or Google as your mailbox provider


      5. Sign in as your typically would with Microsoft or Google, and select "Accept" to allow ShareBuilders to read your mail and calendars.
      6. Once you Sign In to your mailbox provider and grant ShareBuilder access, you will be redirected to your CRM profile page
      7. In the new popup, select the mailbox folders you want to automatically sync email into your CRM account. 

      This first time sync imports and links up the last 90 days worth of emails and calendar invites. This first time sync of 90 days can take up to 5 minutes. 

       

      Customizing Connected Mailbox 

      Ignore Email Addresses and Entire Domains

      You can also add email addresses and domain names to your ignore list to keep certain contacts and their emails out of CRM. Use ignored addresses to prevent ShareBuilder CRM from creating activity or contacts from anyone with the matched address.

      1. Log in to your ShareBuilder account
      2. Navigate to your profile page.
        Screenshot 2024-10-07 at 12-02-19 PM-png

      3. Select the new Connected Mailbox tab at the top of the page
        Screenshot 2024-10-07 at 11.59.53 AM
      4. Locate the Ignored Addresses section toward the bottom of the page. From there you can view your existing ignored email and domain names. 
      5. To add an ignored address, select the "Add Ignored Address" button to the right of the "Ignored Addresses" section. 
      6. In the popup you can add an ignored address or domain name to ignore all emails and calendar invites that only contain this address. 
        Screenshot 2024-10-07 at 12.36.48 PM
      7. Add "bill@lawfirm.com" to ignore all emails and calendar invites from that email address. 
      8. Add "lawfirm.com" to ignore all emails and calendar invites from anyone with that domain name in their email address. 

      Note: Emails that contain contacts in CRM and ignored addresses will still create the activity, and skip over any ignored address.  

      Mailbox Folder Customization

      You have the ability to manage which email folders from your mailbox are synchronized with ShareBuilder CRM.

      1. Log in to your ShareBuilder account
      2. Navigate to your profile page.
        Screenshot 2024-10-07 at 12-02-19 PM-png

      3. Select the new Connected Mailbox tab at the top of the page
        Screenshot 2024-10-07 at 11.59.53 AM
      4. In the center of the page, you will find a section titled "Synced Folders"
        Screenshot 2024-10-07 at 12.00.29 PM
      5. From here, you can manage which mailbox folders are enabled, disabled and unavailable for Connected Mailbox.
        1. Folders with a blue checkmark in front of them are enabled for ShareBuilder CRM to check for new mail and calendar invitations to create new activity. 
        2. Folders with a white empty checkbox are able to be enabled, but are currently not enabled for Connected Mailbox. Checking box in front of the folder name will enable all new mail coming into the folder for Connected Mailbox. 
        3. Folders with a grey checkbox and a line are unavailable to for Connected Mailbox. These are folders like drafts, outbox, spam, junk and more. These folders are disabled by ShareBuilders and can not be enabled.