Email directly from an Opportunity or Project

I would like to be able to send an email to clients associated with an opportunity or project by using the "actions" dropdown for that opportunity or project.  It would be great to be able to send both custom and template emails in this way.  And I would love for the email to automatically be associated with those contacts, and with the opportunity or project that the email was initiated from within.

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Comments

29 comments
  • Thanks for the feedback Joel. Currently you can select to email by clicking on the email address for the contact and using your own personal email service. Or you can use our Email templates and select users. Not quite what you're needing under Actions, but great suggestion!

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  • I was looking for the exact same functionality.  In the leads area, I can send an email to a lead with the expected functionality.  However, when I convert a lead to an opportunity, I no longer have access to my email templates, which are mainly there to help my opportunities get through the pipeline associated with them.  My dealings are mostly online, so having the ability to send email templates to opportunities in the same way that I can with leads would be amazing.  

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  • Thank you for adding some additional background @BMwilliams. Understanding the day to day use of our users is valuable when developing new features and tools to be added.

    Don't forget to click the arrow up above to add your vote for this too!

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  • Agreed, need to be able to select opportunities based on criteria usually in the reports area, then click the opportunity boxes and then email. Although the contact is the important person, all real identifying data is attached to the opportunity as it should be. Send a quick email blast of an upcoming sale for instance, all the data that helps you decide who and where to send is on the opportunity. not the contact... Warm contact from the last 6 months, product interested in, etc...

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  • +1

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  • I'm in the same boat.  My workflow to email a customer is:

    Top Search Bar -> Type Contact Name -> Click name to bring up profile -> Click emails tab to make sure I haven't missed any and grab my bearings -> Click new email -> Fill out the email and send.

    If I'm emailing a group attached to an Opportunity or a Project, this workflow falls apart because I don't have a New Email button from Opportunities or Projects.

    If the Opportunity or Project had a "New Email" button and it brought in the email addresses of everyone linked to the project or opportunity that would be phenomenal.  Right now it's a bit "off" from the rest of the system.

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  • yes, that would be good!

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  • Yes, please, put in this functionality. Adding a tag is not the streamlined way to deal with this. It's like another few steps away from managing our relations to our customers -- which is what Insightly is sposed to be helping with. Thank you.

     

     

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  • I added a custom field to my opportunity - Primary Contact Email which allowed me to accomplish this automatically with a workflow connected to Zapier.

    I wish Insightly would add more methods to their Zapier integration. For example look up a contact by id.

    This would allow triggering a webflow out to zapier which could then look up email address for sending.

     

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  • +1

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  • yes, thats a necessary action!

     

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  • This has been a request for 3 years now.  Not very hard to add it.  I linked everything I created in my Leads to flow through Opportunities, Projects, Contacts and Organizations, so I'm not sure why you can't.  Makes the workflow choppy and needlessly complicated.  Most people have emailing to do as part of their pipeline workflow in Opportunities.  Please make this a priority.

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  • This is very frustrating - We should be able to email from LEAD, CONTACT, OPPORTUNITY, PROJECT, even email within TASKS !  I have to go to my opportunity/project select the insightly email link, then copy and paste into a forwarded email from GMAIL.  Makes  me just want to go back to folders in GMAIL as a way to keep track!  so sad =(   Please think through the life of a contact thru project management phase and add this very important functionality

     

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  • Hi guys,

     

    Yes I agree with all sent here. An example use - I just wanted to email a bookings manager about a project I'm working on to find out what the budget was for my aspect. I want to create the email from the Project area of Insightly because I want my request (and subsequent reply) to filed within in the project for later reference.

    I was quite surprised to not be able to do this from the Actions drop down in the Projects area.

    It's surprising as you can obviously manually link all these elements after the event, but this feels like I'm creating unecessary steps for myself to get to the same end goal.

    In my mind, I open up the project I'm working on, and then select email, where upon I can select from the contacts already linked to the project (or an additional new contact if need be), and then everything comes from that project world. Replies should have the mechanism (whatever that is - a reply-to address or what-have-you) so they return and are related to the project.

    Not having this sort of functionality limits the benefit of linking things like contacts to the project in my mind.

    Cheers,

    Richard.

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  • Hi, just following up on my question from October 21, 2015.

    Why is it impossible to send an email from an opportunity?  

    Your workflow pushes me to 

    1) create Contact (can email someone from a contact)

    2) convert contact to Lead (can email someone from within a Lead)

    3) convert lead to Opportunity (now there is no way to email the opportunity)  Why?  Even if you never plan on adding this functionality, please explain why.  

     

    Let's say there is a contact associated with an opportunity - and I send an email to that contact from within Insightly.  Why does the email not auto-associate to the opportunity?  In fact, there is absolutely no way to associate an email sent inside Insightly to an opportunity.  

    Opportunities are where my team is getting auto-generated tasks (like sending emails to follow up on quotes sent)  So to accomplish this task from within your program, I have to go to the opportunities' contact, then send the email, again with no way to link the follow-up back to the opportunity.  This seems crazy silly.  

    Again, if there is some logical reason why this functionality is restricted, please let me know.  We have given your company thousands of dollars to use your service.  I sincerely believe I am due an honest reply from your management on this question.  Thanks.

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  • Hello Brandon,

    The "why" here is because Contacts and Leads are technically "people."

    Opportunities are a process that you go through which you can't email a process. In a sense, Opportunities are meant to track your presale process and Projects are meant to track your post-sale process. 

    As a workaround, you can save copies of incoming or outgoing emails from your email application to Insightly with your Insightly mailbox address. Here's an article that explains more: Saving an email directly to an opportunity, lead, or project.

    Hope that helps!

     

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  • Alejandro A - 

    I would like to say that this makes sense but I can't see that it does.  All opportunities start from a contact - and that contact is the lifeline of both the opportunity and hopefully the project it turns into.  

    To not be able to email your lifeline does not make sense.

    Also, I have several opportunities and projects that I am working on - each of them have their own insightly BCC - am I supposed to copy each one each time into each email?  That is crazy!

    Right now - each day I have to do clean up - whether it be within gmail by using the insightly button to save and add a link (which by the way, then saves it twice if I were to email directly from Insightly) or within insightly I go thru each of my emails and link them to whatever opportunity or project they should be linked to. - labor intensive to say the least - especially since I am OCD about filing and organizing.

    Do you see where I am coming from?

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  • +1 to what you’re saying Joanne.

    Insightly is so close to being amazing for me but I keep hitting roadblocks like this.

    Particularly the handling of email - trying to keep everything corrected linked is a full time job in itself.

    I’m a freelancer who works in all sorts of random places - often late into the night. There isn’t the time to process everything to keep on top of it. If an email comes in that’s relevant to a project I need to be able to file it straight away.

    This is awfully difficult through the iOS device.

    I’m very interested to see what a competing crm system produces as they are planning to integrate the email into the iOS app.

    I’m also surprised that if you do send an emails from within insightly it doesn’t have any sort of reply-to address to automatically file the reply when it comes in.

    R

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  • A couple of thoughts. In the 2 different uses above an argument can be made that whatever you are email about specifically pertains to the opportunity, not the contact so therefore should be attached to it. We don't file any emails on anything in insightly, in our B2C environment clients usually only buy from us once so our needs are different than many. Our needs are to be able to email someone who has an interest in a certain item and the definition of the items are located in the opportunity not the contacts. In the end, the software should be able to be flexible to meet many needs and styles not only one way. In a B2B situation a contact can have many different opportunities in which case the same argument can be made that the specific information exchange should be on the specific opportunity. 

    A successful crm does it's thing as unobtrusively as possible. It's supposed to be the tool, not the work.

    Curt

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  • Alejandro

    With all due respect, it is the people who make the decisions regarding those opportunities and you have to contact those people so that you can close them and get paid. When I move an opp to a stage, I want to send them an email. I'm doing this now with WFP and Zapier but's its very challenging to manage. Opportunities and Projects are both tied to PEOPLE and COMPANIES in the real world. I've worked with hundreds of companies now with insightly and honestly, no one I've worked with agrees with you. None can figure out the disconnect.

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  • Alejandro, Please do not delete my feedback this time (thanks!)

    This message is in regards to your feedback about the copy/paste of the bcc address for the opp. The goal is to work inside your tool, using the email functionality that already exists.

    The Opportunity may be a "process" as you say, but Opportunities do not exist in a void. The Opportunity exists because of people that we call and email. It feels like you are missing an "opportunity" to make your product work better. As with any Opportunity, there are realistically multiple stakeholders.  

    Imagine this - I need to send an updated drawing or schematic to an engineer, planner, financier and customer. They are all contacts linked to the opportunity. Inside the opportunity, I could click a new box that says "email all contacts in this opportunity" This email would be ready to send with 2 clicks. (Actions [1], Email All [2])

    The current way I have to send this update is to click gmail, click compose, click insightly tab, click copy opportunity, click gmail tab, right click, click paste (just to get the Opportunity BCC into gmail we are up to 7 clicks) Then I have to hover over each of the contacts at the bottom of the opportunity, carefully copying from the popup window, and paste each contact's email individually back into the gmail tab. 


    Continuing from click 7, I have to click back into Insightly tab in my browser (8), scroll down to the contacts at the bottom of the opp page (9), hover over the contact, click and hold to highlight the first contact's name (10), right click to copy (11), click gmail browser tab (12), click into the to: field (13), right click (14) select paste (15). 15 clicks to get one contact and the bcc into a new gmail. Remember in my example we have 4 people associate with the opportunity who need updating. To get the second person, I have to click back into Insightly tab in my browser (16), hover over the contact, click and hold to highlight the first contact's name (17), right click to copy (18), click gmail browser tab (19), click into the to: field (20), right click (21) select paste (22). Third person into gmail I have to click back into Insightly tab in my browser (23), hover over the contact, click and hold to highlight the first contact's name (24), right click to copy (25), click gmail browser tab (26), click into the to: field (27), right click (28) select paste (29). Fourth person into gmail I have to click back into Insightly tab in my browser (30), hover over the contact, click and hold to highlight the first contact's name (31), right click to copy (32), click gmail browser tab (33), click into the to: field (34), right click (35) select paste (36).

    It takes 36 clicks to email 4 people and bcc the Opportunity. I had to leave insightly 4 times and come back 4 times to gather the required information to send this email. What if there were 8 people on a big opportunity. It would take over 50 clicks. That's just wasteful, especially when we all know the functionality is right there... it already exists.

    Imagine if my engineer and planner work together on many opportunities, and the finance guy and customer are unique to this opportunity. I can't realistically tag my engineer and planner with hundreds of unique project titles, because my tags are important, I can't fill my list of tags with 5000 more items (one for each opportunity), so the suggestion of tagging contacts and sending an email to everyone who is tagged is not a workable solution.

    The most frustrating thing is that the ability to send an email exists in your software. You are making a conscious decision to restrict this function. Maybe you think people are going to abuse this function somehow, but that's silly. Yours is a business tool. Help me do my business.

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  • We just started using Insightly about 3 months ago and not being able to send emails to our clients from the Opportunity panel is a big pain in the arse. What a void this it in the feature set. I vote to add this asap, especially since it has been requested for at least the past 3 years on this board. 

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  • Being able to send emails from inside Opportunities & PROJECTS would be HUGE for my business--an immense time-saver! Please add this functionality.

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  • I´ve sadly discovered that this functionality is missing, and worst of all, that users are claiming for it in the last 03 years! Please add this asap, looking forward to hearing from that.

    Alejandro, I understand the difference between people and processes, but it happens that processes must be supervised and when actions need to be taken there is people that we push/ask/reply.

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  • I've mastered a workaround for this. I will do a webinar on this soon. If interested, email eric@74systems.com and I'll invite you.

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  • Eric is it possible to post instructions of your workaround?

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  • I've been using this workaround quite successfully for some time. Let me know if you have questions.

    How To Send an Email Directly From an Opportunity in insightly CRM

    Eric Greenspan
    Chief Clever Officer
    74Systems.com

    Disclaimer: While I'm not a direct employee of insightly. I am a member of their Hero program. This means I've been recognized as a power user. I'm also a big fan. I use insightly for all my clients and my internal business management. I extend it to do more through the API. Again, I'm a big fan.

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  • Insightly is used by companies or professionals that are not involved in sales.

    The inability to send emails within an Opportunity or within an Opportunity Workflow cripples the utility of the CRM.

    I have had to confine the entire workflow of our business to Leads, since I can't automate a workflow in an Opportunity.

    Therefore I lose the advantages of working with an Opportunity including Stage audit trail, and Activities etc posted on the main page, as well as linking to other entities.

    I'd certainly be grateful if you could add this functionality to Opportunities.

    Thanks,

    Peter

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  • Agreed.  I have requested this functionality a number of times, and there is nothing from Insightly.  As Opportunities or Projects move through a company's internal process (Pipeline Stages or even dates in the data record), you should be able to communicate easily and/or through mass emails directly to the Contact or Contacts linked to the Opportunity or Project using Document Templates.

    To paraphrase another user here, the inability to send emails within an Opportunity or a Project directly to the linked contact cripples the utility of Insightly's CRM solution.  The current work around is monstrously frustrating and inefficient.

     

    Steve

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