Answered

sending emails from within projects

Hello:

I know that Insightly can be used to link e-mails to contacts. However, I work with the same contacts on multiple projects, sometimes months or years apart.

It would be far better for me to have the relevant emails automatically linked to projects.

Is there some way to do that? Can I send emails out from within projects, so that everything is neatly linked?

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Comments

15 comments
  • The easiest way that I have found to do this is to take the project's link email address found in the about tab and save it to your email contacts under the project name. Then when you send an email out about that particular project, BCC the project link email address. 

    Hope that helps.

     

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  • I would like to request that the Send Email function be added to Projects.  We should be able to send an email from within a Project without having to go back to the contact, send the email, then link it to the Project.  I was shocked today to find I can't do this.

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  • Thanks for your feedback Annie. Knowing how our community uses Insightly helps with our development.

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  • I agree Annie and good idea Erin. Here's another: link the contact to the project. Then, hover over the contact itself and the email link pops up. This is not as cool as "Send email to Project" which would allow templates to be used, but it gets the job done.

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  • "Send e-mail" in projects and opportunities seems like it would be a no-brainer! ESPECIALLY replies to existing e-mails. This can't be hard to implement.

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  •  

    I agree 'Send e-mail' in projects and opportunities would be a great improvement.  I am having trouble getting our sales team to use Insightly because they cannot send, attach, or reply to emails with an Opportunity without taking extra steps.  That leaves our operations team to search through the sales teams email inbox for relevant emails.  This is taking as much time as before we used Insightly and making Insightly far less useful.

    I do see the drop down Activity option to reply to an email with a Project but that reply does not attach to the Project automatically and so again rquires the extra steps to attach it.  Seems like a small thing but it is creating resistance to using Insightly.

    Thanks

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  • In addition to these suggestions, which I TOTALLY agree with, when I use the Insightly Sidebar in my Gmail account, here is what I go through to link an outgoing email to a project:

    Go to my Gmail Sent Box

    Click on the email (hopefully I remember!)

    Go to the Insightly Sidebar

    Click on Links To This Email drop button

    Then, unlike the Inbox, under Suggested Links, it's always the same name that begins with a W, suggesting an opportunity link and project link - not the name of the Project name that is connected to the sent email address (which is linked to the Project in Insightly!!)

    Then I have to put part of the Project Name at the top under Add New Link, and when it finally populates the Project name, I can click that and it adds it to the Project.

    That seems like a RIDICULOUS amount of work. In my business (like many others) it's important to link the emails to the Projects.

    Am I missing something?????? 

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  • HI Charles,

    I apologize it does take a few clicks but the steps you're taking are the correct ones.

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  • I, too, would like the ability to do more with emails from within projects or opportunities. Upon the completion of a project, we always reach out to our clients (who are linked to the project) explaining to them how they can access their online photo gallery (which is a custom field tied to the project). It would be incredibly useful to hit "send email" and choose a template that can auto-populate this information.

    The only workaround for us is to create identical custom fields inside contact records -- which is a lot of extra work considering that the primary function of a CRM is to help reduce stress, clutter and DUPLICATE WORK.

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  • Any movement on this? I sure would love to see this happen. Using projects is painful without being able to communicate directly to the contact a project is connected to. Any new tips with the new system?

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  • Wish I had known all of these issues before signing up and spending the time and resources on Insightly. These are major flaws and ones that you're website and demos do NOT do a good job addressing. These are basic functionalities that all other CRMs can handle. And looking back over the support tickets, these issues/complaints from your users have been known for years and nothing has been done to fix. Not sure how I'll explain to team and client that 2 of the main functions we were looking for can't be done in Insightly despite being told they could. 

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  • Hello Michael,

    Can you let me know which 2 main functions you are referring to that you are having issues with? I would like to look into this more and better support you. 

     

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  • I've been using this workaround quite successfully for some time. This is for opportunities, but projects behave similarly and the same solution will apply. 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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  • I am using Insightly with 'old data' to work on connecting to previous projects. I need to be able to e mail the closed projects' contact person (with a template that plugs in their previous activity thus it is project not a lead or opportunity)

     

    If this cannot be done, can closed project data with all info intact (dates previously purchased, project locations, etc) be loaded into Insightly as a contact (with all that data) to be used in a template to personalize each warm client from these closed projects so that I can batch email with their personalized information (name, project location, dates attended, etc)?

     

    Can I vote for the ability to email the project contact person from within any/all projects regardless of status? Yes, Please!!!

     

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  • Hi Wafloy Mountain Village, 

    If you use Eric's workaround in the comment just above the project status does not matter.

    There are good work arounds in Zapier to better meet your needs of emailing the contact person for each project. 

    You could the closed project data into Insightly as a contact but I don't recommend it. It would require you to create custom fields for all of the project custom fields, upload the contacts and then remove them to not incumber your future contacts. 

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