The “Emails & Activities” feature in monday CRM enables customer communication directly in the context of your contacts, companies or deals. But for the tool to realise its full potential, it’s worth taking a look at the settings. In this article, we show you the most important options, from email connection to data protection and automation.

If you want to find out what the monday CRM can do first, we have a blog post about it here:

Where to find the settings

To access the email settings, click on the gear icon at the top right of the app home screen. Seven categories will be displayed:

How to manage your connections

Here you can select the email address you want to use with the app. To add a new connection, simply click on the “Add account” button.

To remove a connection, open the three-dot menu to the right of the corresponding e-mail address:

You can also customize your “Sharing options” in this menu. You can find more information on sharing in the article “Emails and activities: Sharing and data protection”.

Removing and deleting connections

Removing a connection

If you click on “Remove account”, you will prevent future emails from this email address from being registered in “Emails and activities”. This option only deactivates the connection in “Emails and activities”, but does not remove it from your monday.com account, where it can still be used for other integrations.

Deleting a connection

Deleting a connection completely has the following effects:

• The history associated with this e-mail address will be hidden.
• Another user can use this e-mail address for the same or a different account.
• The email connection is removed for the entire account, including all – integrations, that have nothing to do with “Emails and activities”.
• If you want to delete a connection completely, click on “Add account” and select the email provider. This will open the integration connection. Click on the recycle bin icon to delete the connection:

As soon as an e-mail connection has been deleted, it becomes private. All emails that were previously sent or received via this connection, are then no longer visible to anyone in the account.

To be able to access the history of this connection again, you must link the email account again via “Emails and activities”.

Create contacts automatically

You can automatically create contacts from outgoing emails that are sent to new email addresses. You can activate this option under “My connection” in the settings for emails and activities.

To do this, open the three-dot menu to the right of the connection you want to manage:

Then select the “Automatic contact creation” option:

Log outgoing e-mails

By default, the app automatically logs outgoing emails from your email program (such as Gmail or Outlook) in the app. However, if you only want to display certain emails in the app, you can activate the checkbox, to only capture outgoing emails where the app address is in the BCC field.

Emails that are sent as BCC are automatically included in the app. The app determines under which element the email should be logged, by checking the email address in the corresponding column on your board.

If you activate the option “Create new contact if the recipient ‘s e-mail address does not exist in my monday.com account”, a new item will automatically be created for each new email address you contact, a new element is automatically created.

Set up automations

Set up automations to save time, optimise your workflows and receive notifications for incoming messages. You can choose from ready-made automations or customise your own. Clicking on ” Set up automations ” takes you to the following screen:

Here you can choose from various templates to make your communication more efficient. You also have the option of use the automation icon () on the start page of the app home page to go directly to these automation options.

Track lead updates

You also have the option to set up an automation that updates a date column on your board when an email, phone call or other activity has been published in the Emails & Activities app. This allows you to instantly see if a lead has been interacted with recently or not!

To set up the automation, go to the Automation Centre page. Search for “Emails & activities” and scroll down to the “Apps” results.

Select the automation “When an activity/email is created in “Emails & Activities”, set the date to today”.

Select the desired date column and track how the automation works. Now it’s easier than ever to keep an eye on the progress of your leads!

Add e-mail signature to monday CRM

Click on the blue “Create signature” button to set up your email signature. You have the choice of creating your signature either simply or in HTML. If you choose “Simple”, you can use the text editor to format your signature. If you choose HTML, you have the option of designing your signature with HTML code.

Under the signature composer, you can activate or deactivate two check boxes as required:

• • • Set a check mark, if your signature should always be displayed when composing a new e-mail.
    • Check the second box, if your signature should also be inserted automatically when replying to emails.

E-Mail-Branding

By default , the note “Powered by monday.com”. If you are on the Pro or Enterprise plan, you have the option to remove this branding from your emails. Simply check the box under this setting to remove the branding completely.

Never log

If you add an email address to the list under this setting, emails sent or received from these addresses will never be saved in your timeline. You can add as many addresses as you like to your “Never log” list.

Release and data protection

With emails & activities, you determine which of your team members can see or write emails from your linked email account!
To access this function, click on the settings for emails & activities and open the “Email account setup and data protection” section. Then click on the three-dot menu to the right of the linked email and select “Sharing options”.

Customise data protection

From here, you can add different people or teams who will have access to your connected email account. Once you have added the relevant people, you can customise the sharing settings for each person by clicking on the drop-down menu to the right of their name and selecting one of two sharing options:

• Read-only: Only view mode is available to all users.
• Read & Write: If you select “Read & Write”, this right only applies to users who have access to monday CRM. All other users in your account are restricted to view mode.

This authorisation setting is only available for monday CRM accounts of the Pro and Enterprise levels.

At the bottom of the sharing access screen, you can also specify which sharing option all other members of the account should have (apart from the people or teams you have added above).

Conclusion

With the right settings in “Emails & activities”, monday CRM becomes a real communication hub. Automations, templates and data protection options help you to communicate efficiently, securely and transparently with your contacts.

And if you need support with the setup or optimisation – please get in touch with us. We will be happy to help you