Recording and actioning email messages in an efficient and productive way is a big part of Insightly. We had two overriding design criteria in the development of our Gmail gadget: make it simple to use, and make it fast. From within an email message in Google Apps Gmail you can create a new task, an opportunity, an associated project or an event. You can save a contact and edit that contact information instantly. Insightly will also link the email sender to the task, opportunity or project if they are already in Insightly.
The gadget can also retrieve and present all the information Insightly has on the sender of the email. You can see at a glance the recent history for the contact and the date of the last actions you had with that person. It also displays the contact details, photo, and background information, all beneath the email itself. It also conveniently links to the contact or organization's information page within Insightly so you can quickly pull up Insightly at exactly the right page.
The Insightly Gmail Gadget is only available on Google Apps domains tied to an Insightly for Google Apps account. External users who are invited to use Insightly from outside of your Google Apps domain will not have access to the gadget.
How to use the Insightly Gmail Gadget
The Insightly Gmail Gadget will appear at the bottom of each incoming email in your Google Apps Gmail account. You will see options for the following:
- Save Email
- Save Contact
- Add New... (Task, Opportunity, Project, Event)
Saving Email to Insightly
By using the Insightly Gmail gadget saving a new email to Insightly takes just one click. The gadget will show a 'Save Email' button if the email is not already in Insightly. Click this button to save your email. It will indicate 'Saving to Insightly.'
Once saved, the button will indicate 'Email Saved." If the sender is in your Insightly database, the gadget will display what the email has been linked to. Also, when you save the email to Insightly - it will automatically add the sender to Insightly too if they don't already have an entry.
Linking your saved email to other items in Insightly
Once you've saved your email to Insightly, you can link it to existing items in Insightly that it relates to - like projects, opportunities, or other contacts and organizations.
To add links to other items, click on the 'Add Link to:' hyperlink and search for other items in Insightly to link the email to. Click the 'Add This Link' button to save the new associated links after selecting them. You can delete links by clicking on the small trash can icon next to any link too, or to see the email within Insightly itself, you can click on the "View in Insightly" hyperlink.
Viewing the saved email in Insightly
Sometimes you want to save a contact but not necessarily the email associated with it. Just click on the 'Save Contact' button in the gadget. It will add the contact to Insightly and allow you to edit the contact information.
Adding Tasks, Opportunities, Projects and Events
You can add tasks, opportunities or projects associated with the email by selecting the appropriate item from the gadget s Add dropdown. Insightly will automatically fill out some of the details in the form from information contained within the email to make things a bit quicker. If you have saved the email to Insightly before clicking one of these buttons, the email will now be linked to the new task, opportunity or project, too.