Setting up your email

Close offers 2-way email integration, which allows you to send email from Close and automatically log the replies. Close will auto-log any email that appears in your Sent folder, even if it was sent from Gmail or your mobile phone, and emails sent from Close will automatically appear in your Sent folder.

For example, if you get an email from a lead and then archive that email in your email account, it won't show up in your Close Inbox (but it will remain on the lead's timeline). Similarly, once you mark an email as "Done" in Close, it will automatically be marked as read and archived in your email account.

By connecting your email account with Close (via IMAP/SMTP), you can send emails within the app or continue using your current email client. Setup is extremely easy, and Close will begin to automatically track email threads with any contacts you have in your organization.

The benefit of this is twofold:

  • Your Close and email account's Inbox becomes a concise list containing only emails that are still actionable and haven't yet been handled.
  • You can work out of either Close Inbox or your regular email account, and the changes propagate between the two so you don't waste time seeing emails again in one place that you've handled in another.

If you aren't used to "Archiving" your emails (e.g. in Gmail) once you're done with them, but instead just leave all messages in your Inbox as "read", we'd strongly recommend you try archiving your email messages once you're done with them. This will make Close's Inbox better for you, since then you'll have a synced view consisting purely of emails that haven't yet been handled.

When sending emails through your current email client (ex: Outlook, Mail.app, Gmail.com) there's no need to BCC Close. The email thread will automatically show up in the activity feed for any lead that you have the recipient's email address as a contact.

Configuring Your Email Sync

Close will automatically sync all email communication between you and any Contact in Close.

If your email is a Gmail / Google Apps account, you can simply authenticate through the walkthrough.

Connecting Your Email (Google Authentication Offscreen)

Connecting Your Email (Google Authentication Offscreen)

If it’s not a Gmail / Google Apps account, you’ll enter your SMTP/IMAP settings as shown below.

Entering Custom SMTP/IMAP Settings

Entering Custom SMTP/IMAP Settings

Example SMTP Settings

Example SMTP Settings

Example IMAP Settings

Example IMAP Settings

If you don’t have the information on hand - you’ll want to contact your system administrator.

For more information on setting up outbound email without inbound email tracking, please see this article.

Close will pull in all historical communication with any Contact email address within each Lead that is added to the system. We automatically exclude email communications between coworkers and any email address that is not connected to a Contact in Close.

Also, you can set up multiple email addresses if you’d like to sync messages from another mailbox, or have the ability to send from various email addresses. Simply click “Add Email Account” and follow the above steps.

Can I stop Close from archiving emails in my email account?

If for some reason you do not want Close to archive emails in your email account when marking them "Done" in Close, you can email us to request that we disable this setting for your account.

Is it possible to archive email in other people's email accounts?

No. We hide the checkboxes and Done/Snooze buttons from Inbox when you're looking at your coworker's Inbox (or have 'All Users' selected), since we thought it would be a bad idea to allow people to archive each other's email, etc.

On the lead page, you should only see the Done button if the email appears in your own Inbox (because you received a copy of that email). Pressing the Done button (from the lead page or in Inbox) will only mark the incoming email as handled for yourself (other recipients will have to handle it from their Inbox separately) and it will only archive it in your own email account.

Creating Your Email Signature

You’ll also want to set up your email signature. You can use the editor to add text or images, or if you have the HTML for an existing signature, simply click the <> to add the code.

Customizing Your Email Signature

Customizing Your Email Signature

Save it once you’re done and you’re all set up!

Setting up an Email Alias

To send emails from another email address in your Close account you can setup an alias. In most cases this should only be used if the alias is on the same domain. For instance if your email account is anthony@bar.com and you want to send email as support@bar.com too. If you're looking to send emails from a different domain you may want to setup a separate email account in Close so that you can use that domain's SMTP credentials.

To get started head to Settings -> Email Settings and look for the following option:

Add another "from" address

Add another "from" address

Email aliases can also be used to indicate that a particular email address belongs to the organization, which helps Close determine whether an email was incoming or outgoing, and is also used to filter out intra-company communication.

Pro Tip: Gmail Users

If you're using Google Apps / Gmail you need to set up your alias within that system first. Click here for instructions.


Related Articles

Now that your email is set up, let's get going! The links below will show you have emailing works in Close and how you can report on your email performance.

Sending + Receiving Email
Sent Email Report