Comprehensive guide to using the Pepper Cloud email integration

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Efficient email management is crucial for enhancing productivity and collaboration within any organisation. The Pepper Cloud email integration system offers seamless integration with Gmail, Outlook, Office 365, and other email service providers. This solution is designed to solve challenges such as email synchronisation, logging, and communication tracking, providing users with a unified platform to manage all their email interactions.

Whether you're a salesperson, manager, or administrator, this guide will help you unlock the full potential of Pepper Cloud Email Integration.

Key features and benefits

  1. Multi-email integration:
    • Users can integrate Gmail, Outlook, Office 365, or IMAP accounts into the CRM.
    • Admin-level email integration enables centralised email management and access control.
    • Synchronisation ensures all incoming and outgoing emails are tracked automatically.
  2. 2-Way synchronisation:
    • View entire email threads within the CRM for seamless communication tracking.
    • Two-way synchronisation ensures updates in Gmail/Outlook are reflected in the CRM.
  3. Email extensions:
  4. Enhanced notification system:
    • Real-time notifications for new emails and threads.
    • Visual indicators (e.g., blinking dots) highlight unread messages in the inbox.

Step-by-step guide to connect your Gmail and Outlook with Pepper Cloud CRM

1. Integrating your email account

Let us learn how to connect your Gmail and Outlook accounts with Pepper Cloud CRM with a simple step-by-step guide. 

Note: Email integration can be set up at either the admin level or the user level. Admin-level integrations allow selected users with the appropriate permissions to access the integrated email accounts.

Pro tip: Use admin-level integration for shared email addresses (e.g., sales team or marketing team email IDs). For individual email accounts, opt for user-level integration.

Step 1: Log in to Pepper Cloud CRM and tap on the drop-down button next to your profile image at the top right corner of the window.

Step 2: Go to “Settings” for admin-level email integration and choose “Integration”. Or you can go to “User Settings” by clicking on the profile. 

Step 3: Navigate to the “Integration” tab on the left side of the screen.

Step 4: Click on the “Integrate” button placed on the “Email” box.

Step 5: From the window that appears next, select the inbox that you would like to connect i.e., Gmail or Outlook by clicking on the “Integrate” button next to them.

Note: You can also integrate both the email providers.  

Step 5.1.a.: If you click on “Integrate” on Gmail, click on “Continue”.

Step 5.1.b.: Choose an email account that you would like to integrate with Pepper Cloud CRM.

Step 5.1.c.: Give access permission by clicking the “Allow” button.

Step 5.1.d.:

The Gmail account will be integrated with the CRM.

Step 5.2.a.: If you click on “Integrate” on Outlook, click on “Continue”.

Step 5.2.b.: Log in to your Outlook email account.

Step 5.1.c.: Give necessary access permission. 

Step 5.1.d.: The Outlook account will be integrated with the CRM.

Step 6: Navigate to the “Inbox” tab to access your email inbox. Now you can send and receive emails directly from the CRM.

Note: You can only exchange emails with leads and contacts added to the CRM, not with other unique email IDs.

2. Using the email extensions

To further ease your workflows, integrated CRM software can provide you with a Pepper Cloud Chrome extension. The installation of this extension provides you with 2-way sync of all your emails. This allows you to add, edit, and update contacts and leads in your CRM directly from your Gmail inbox. 

A few benefits of the Google Chrome extension are:

  • You can log your emails into your CRM inbox directly from your Gmail account.
  • You can add contacts directly from your Gmail account into your CRM account, without leaving Gmail.
  • You can access complete details of all the existing contacts and accounts without switching between Gmail and CRM. 
  • You can create, edit, and update the activities in your CRM directly from your Gmail Inbox.

3. Sending emails from the CRM

  • Go to the desired record (lead, contact, account, opportunity).
  • Click on Send Email and compose your message.
  • Choose the "From" email address if multiple accounts are integrated.
  • Send the email; it will be logged and associated with the corresponding record.

Tips and best practices

  1. Optimise synchronisation:
    • Install extensions to ensure real-time synchronisation of emails between your email provider and the CRM.
    • Regularly refresh the CRM inbox to update logs and email statuses.
  2. Leverage activity logging:
    • Always verify that the "Log Email" checkbox is selected for outbound emails to ensure proper tracking.
    • Associate emails with multiple records for comprehensive communication history.

Common issues and troubleshooting

  1. Emails not syncing properly:
    • Ensure the email service is fully integrated, and the browser extension is installed.
    • Verify that synchronisation settings are enabled for your email account.
  2. Email not logged in CRM:
    • Confirm that the "Log Email" option is checked before sending the email.
    • Install the email extension for Gmail or Outlook to log emails automatically.
  3. Duplicate email integrations:
    • A warning modal will appear if multiple users attempt to integrate the same email account. Consider switching to admin-level integration for better control.
  4. Missing records in threads:
    • Emails may not appear in the CRM if the recipient’s contact is not yet added to the CRM. Add the contact to resolve the issue.

Frequently asked questions (FAQs)

  1. Can I integrate multiple email accounts?
    • Yes, users can integrate multiple accounts (e.g., Gmail, Outlook) and select the desired "From" address while composing emails.
  2. What happens if an email account is removed?
    • Removing an account will disable access to associated emails and the "From" option for that account.
  3. Will all replies be logged in the CRM?
    • Yes, replies to emails sent through the CRM will be logged, provided synchronization is enabled.
  4. Can I use the CRM to send emails to unknown recipients?
    • Yes, emails can be sent to recipients not yet added to the CRM. New contacts are created automatically for unknown recipients.
  5. What is the attachment size limit?
    • You can send attachments up to 20 MB.

Ready to streamline your email management? Explore the Pepper Cloud email integration feature today! For more detailed instructions, contact our support team. Start enhancing your productivity and communication today!