Answered

Multiple Email Addresses

How do I add multiple email addresses for a contact? 

3

Comments

40 comments
  • The recent updates seem to have made the perfectly working function into a complicated function. Most people these days have multiple email addresses and we want to keep them all easy to enter and use. Having the Custom Fields is complicated. Why make a simple function complicated?

    9
    Comment actions Permalink
  • So if you are hitting your limit on custom fields you can either lose the email addresses or lose the data you had in that last custom field? Or pay more. I am with Leah - this is just a hassle I didn't need. 

    5
    Comment actions Permalink
  • This recent change has totally screwed the product up for the users. I've introduced Insightly to five different companies and I'm now getting ready to turn it all off. This change has turned what was a great product into an unusable pile.

    Example: A client sends me a message from an email account > I create a contact record for him and populate it with valuable information > the client sends me another message from a variation of his account (happens constantly) > I merge the new account that was automatically created with the existing one so all my data is preserved, but that email address disappears! > the client sends another email from that address and an additional contact is created with the new address > my employees add valuable data to that record > we now descend into the Wonderland Hell of poorly designed CRM's.... 

     

     

    5
    Comment actions Permalink
  • We need multiple email address fields, as Adrian explained above. Period.

    Telling us in advance you were going to take that away would not have made this change any better. We'd have been mad sooner, that's all.

    I frankly wonder if any of your product design people have ever run a business or been in sales. From the changes you've made, and the little but important things you can't do with Insightly (try sorting Opportunities by some order that WE find useful, rather than the inflexible system-designated order), I find no evidence of any sales experience on your team.

    That's a big problem for us users, who are now stuck with a product that got worse in a very basic and simple way.

    No apologies will be useful (unless the CEO wants to call me - maybe I could knock some sense into him), please just fix the product.

    5
    Comment actions Permalink
  • I agree with Leah and Admoss3.  This is a complicated hassle and used to be easy.  Why do this to us?  I don't think this tool will work for my company's needs if the workflow is this long and confusing for my team every time a contact has multiple e-mail addresses.  

    4
    Comment actions Permalink
  • @Dan P. all your (as spokesman for Insightly) explanations on behalf of deleting multiple e-mails is strange and inconsistence with the rest of Insightly. If what you state is true, why didn't you delete multiple phone-numbers???...Why dindn't you delete multiple adress fields???? ...  Why didn't you delete multiple social media profiles??....... because it would be wrong for the essence of a CRM tool.

    I want to find and orden al relevant communication possibilities for a person in combination with his links to functions (foundations, office etc.), projects, roles etc.. The value of your product is heavily decreased by this action. This way you force us (and our partners for who I implemented Insightly) to a tool that will meet our needs in a CRM like solve360. Creating Custom fields is from a technical point of view perhaps a solution, but not customer friendly.

    I'm not interessted in explanationas why, I'm interested in when and how you will come with a solution on this issue in the next 3 months. Will there be an update that makes multiple e-mails again possible (other than custom fields)?

    3
    Comment actions Permalink
  • This is highly annoying.  When we just did a smart merge for some contacts that had duplicate records - because they have multiple email addresses - it completely deletes the other email address.  Not in a note or a custom field or anything.  Plus, now as soon as we log another email message to their other address, it will again create a duplicate contact.  There will be no way to stay ahead of this.  It's impossible to manage contacts effectively in the world the way it is without having multiple addresses assigned for a single contact.

    We generally have been happy insightly, but are worried this will make it too difficult to manage.

    3
    Comment actions Permalink
  • I have been trialing Insightly for the past week and love it, except that the inability to use multiple email addresses is a SHOW STOPPER!  Everyone uses multiple email addresses these days.  Moving additional email addresses to a "custom field" is inconvenient and uses up the custom field limit on my account.  I'm searching for an alternative solution for our small but growing private equity firm.  Would anyone else on this thread recommend Salesforce as an alternative?

    3
    Comment actions Permalink
  • Okay, we accept that new reality, but does that mean we have lost all the other email adresses we have put there in the past?

    If not where are they?

    If yes, how can we trust you to not destroy our database in the futur??  :-/

     

    2
    Comment actions Permalink
  • Hi @Dan 

    You clearly are not listening to your customers - As I wrote earlier, I find that quite arrogant. 

    Even now, in your reply, you do not answer the questions

    You do not even try. 

    But you find it appropriate to address inflammatory language.

     

     

    2
    Comment actions Permalink
  • Hi Michael. I do understand your frustration. Most of us out in the real world know that people has more than one email address. The people at insightly are in denial that such a thing exists. They find it to be a rare case that can be solved by adding custom fields.

    They do, however, think it is a good idea to have 5  phone numbers fore one person: Phone, Phone (Home), Phone (Mobile), Phone (Other), Assistant Phone 

     

    I think that the problem is huge. The biggest problem is not that they do not understand that the norm out in the real world is that it is more common to have 5 email adresses than 5 phone numbers. I can just imagine what other things they do not understand when they are developing the system.

    The biggest problem is however that they are i denial of it. And they do not give any explanation why they have just one email address. 

    When I started using insightly it was possible to have more than one email address (I would never started using insightly if it was just one). So they did this change and they simply picked one of the email adresses of my contacts and deleted the others.

    I have spent years building by contacts base. Collecting a contacts private email. Email related to the contacts roles in other organisations like board member of an organisation or a project they are working on.

    These email addresses they just deleted !

     

    So be warned. 

     

    2
    Comment actions Permalink
  • It's not so smart that the "SmartMerge" function only retains one email address. Now I have to manually create a workaround, or maintain duplicate contacts. 

     

    2
    Comment actions Permalink
  • Was there a recent change to a contact's email address field? I seem to remember you could enter more than one email address for a contact with out having to enter a custom field. 

    1
    Comment actions Permalink
  • Hey Dan, we received Michael's reply:

    "Perfect, thanks"

     

    Just a reminder that you must be in the community to leave a comment. Please do not reply to the email notification because your comment will not get posted -- and that's the only way we can continue helping you :)

    1
    Comment actions Permalink
  • Hi David,

    As long as your custom field is an Email Type custom field, the email addresses you store there will link emails to that record.

    1
    Comment actions Permalink
  • Hi Rob,

    Unfortunately, the changes to the fields aren't reversible and we have no plans to revert the changes at any point in the future.

    Our article FAQs for Insightly Field Changes explains more about these changes and why they were made.

    With that said, I noticed that you still haven't used the system we added to transfer the data and fields from the created in the 3/25 update back into your account as custom fields.  This tool automatically creates custom fields based on the fields that were moved, and populates those fields with the Note data.  These new fields also do not count against your custom field limits.

    For steps & screenshots on using the tool see How can I restore my extra field data to new custom fields?

    If you prefer a video, we have that too - Tutorial: Adding Back Fields to Contacts & Orgs

     

    1
    Comment actions Permalink
  • I must say that insightly is pretty arrogant to say that they know what their customer needs better than their customers.

    And when the customers say that they want something, insightly staff tries to convince us that it they are doing this in our interest.

     

    When people ask me what CRM we are using I tell them about insightly. How easy it is to create contacts directly from gmail. People are impressed. But when I tell them that there is a lot of duplicates because you can have just one email. Then they say that they will try something else. And I tell them that if they find another CRM, then tell me so that we can switch to.

     

     

    1
    Comment actions Permalink
  • This situation continues to be a severe problem with the system and renders Insightly into a pile of junk. Every time a person from one of my clients sends an email from an alias address it requires us to MANUALLY copy the new address into the existing record and then MANUALLY merge the two records into the original record. What moron on your product team thinks this is a reasonable user case?

    How can it be possible that you provide SEVEN phone fields, but are too incompetent to handle more than one email? This is SO FRUSTRATING when Insightly used to be a sleek and effective CRM because it allowed the users to structure the system and now your product managers feel like they have to shove totally unworkable workflows down your users' throats. 

    1
    Comment actions Permalink
  • Hi Adrian,

    I understand that you're frustrated, but you can use custom fields to avoid that.  As long as your custom field is an Email Type custom field, the email addresses you store there will link emails to that record automatically.  That also applies to User records as well as standard contact records.

    Also, if you could use less inflammatory language in the future, we would really appreciate it.  We're all interacting in a business to business, professional environment, and expect our users to treat others with respect.  Please check out our Community Guidelines for more information.

    1
    Comment actions Permalink
  • I use the standard email field to keep track of the business email address of my contacts. To record the private email address I created a custom field of the type "email.

    In my recruiting business a contact might be a candidate or a customer (or both). The email communication goes through the private or the business email address accordingly.  

     

    If I leave the business email field (the standard field) blank (because the contact is a candidate) you can not send an email to that contact at all. Although I can pick the action "email this contact" the email adress is not showing in the "Send to" list. If I try to pick the contact manually by typing its name the contact is not shown at all, even though it does have an email adress (the one entered in the custom field).

    I assume this is a bug. Otherwise the built-in email system would be completly useless.

     

    1
    Comment actions Permalink
  • The lack of this functionality to allow multiple email addresses flies in the face of linking and is mystical to me when you allow multiple email domains to be associated to an organization.

    If I am tracking a contact that works as a consultant to various organizations the contact may have many email addresses (one for each consultancy organization and one for every company he consults with) and I will want to track the emails specific to each organization and the sum total of all emails on the contact's record.  In other cases a contact for an organization will have multiple emails because they have one for the company name and one for the product name their software company is known for.

    There must be a logical reason this feature is not available.  Please indicate which one is true.

    A - Insightly is not sophisticated enough to handle this functionality, thus there is a workaround with a custom field

    B - The work around with the custom field is to help drive more custom fields and higher cost subscriptions

    C - Insightly does not believe this is important and common among the organizations they target as customers

    D - We missed it and are now figuring out how we can put it back in

     

     

    1
    Comment actions Permalink
  • You can create a Custom Field in your record for that Leila:)

    0
    Comment actions Permalink
  • How do you move the custom field that is created up into the Contact details area instaed of attributes?  

    0
    Comment actions Permalink
  • Hi Raymond, 

    These fields are managed in the System Settings of your account. Once these fields are deleted they can not be restored so you may want to export the data into a CSV file in case you might need it in the future.

    0
    Comment actions Permalink
  • Hi Lyla - thank you for your response.  One other question related to this...how do I move this Email Custom field into the contact details section?  At this point it is much lower down the screen under "attributes" considerable distance away / off screen from all the additional contact details at top of the contact's screen.  

    0
    Comment actions Permalink
  • Hi Billie:

    There were some recent updates made to the Custom Fields. With this update, only one email can be added but there is a new  custom field type for any additional email addresses you want to add to your records.

    0
    Comment actions Permalink
  • Hi Leah,

    These changes were made to help enhance and improve the Insightly product and overall system performance in the long-term.  

    We're sorry for any inconveniences this update may have caused for your business, but now that it is in place we'll be able to add powerful new features in the coming months to streamline many of your workflows and processes that we simply couldn't before.  For a list of just some of those upcoming changes, please check our article on the changes.

    0
    Comment actions Permalink
  • Hi Stephane:

    When the changes were made the data was moved to note. A tool has been added to bring the data back in as Custom Fields with a few clicks, the steps do this are in this article. You can even export it all if you need it.

    With regard to the future, we've learned a lot from this release and will work hard to communicate changes with you as well as earning back your trust. So sorry for the trouble this may have caused.

     

    0
    Comment actions Permalink
  • Hi Admoss3,

    As is mentioned in the article my colleague Lyla linked to in her previous message, every custom field created by the tool does not count against your custom field limits, so you don't have to worry about deleting any existing fields or upgrading your plan.  :)

    0
    Comment actions Permalink
  • Hi Adrian,

    When you're using the SmartMerge (or Record Merge) system, you select a master record.  The master record will keep any field data that doesn't allow multiple values, like custom fields or name fields.  As the Email and Phone field types are now individual fields, the master record will retain all of its custom field data rather than add a new Email or Phone field.

    If you've already created Email type custom fields you can always manually add your extra email addresses to those field to prevent further duplicates.  You could even add the email address to the record prior to saving the email to Insightly which would prevent those duplicates from even being created in the first place.

    With that said, I know that you are very frustrated by the changes that were made, and I completely understand.  As our CEO Anthony Smith mentioned in the email he sent account Admins on March 27th, we should have done a better job of letting you know ahead of time what we were planning to do and when to expect the changes.   Please know that we're always here to answer your questions, and we'll do our best to make sure that your voice and feedback is heard.

    0
    Comment actions Permalink

Post is closed for comments.