Email association with Deals

Email Association With Deal

There can be instances when a contact that you handle has multiple deals associated to it. In that case, to follow-up or close a deal you would prefer to see the emails distinctly marked to a deal, rather than having all the emails of the contact listed together. Zoho CRM let's you associate emails to individual deals by: 

  1. Automatically linking the contact's emails to deals based on a predefined prediction pattern 
  2. Manually linking contact's emails to deal.

You can also perform the following actions from within the Deals and the Contacts Module: 

  • View emails in the Deals module either as "emails associated to a particular deal" or "emails associated to the contact".
  • Replace or change the linked deal of an email.
  • Unlink the deal from the email.

Availability

Permission Required: Users who have configured IMAP integration can access this feature.

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Email Association with Deals--

Email Views From the Deals Module

The email communication for a deal is listed in the Email Related lists of the deal and the associated contact. In the Deals module, there are two options to view the associated emails:

  • Emails associated with this deal - This is a default option that will display only those emails that are related to the particular deal.
  • Emails associated with this contact - This option will display all the emails that are related to the associated contact.

To select an email view

  1. Go to the Deals module and select a record.
  2. Go to the EmailsRelated List, and choose one of the following from the drop down list:
    • Emails associated to this particular deal.
    • Emails associated with this contact.

Note:

Linking emails to particular deals will be available only for the following groups:

  • Email sent from CRM
  • All IMAP shared users
  • IMAP shared users

Auto-link Emails by Deal Prediction Mechanism

Zoho CRM automatically links emails to the deals using the Deal Prediction Method. Below are few points that explain the prediction mechanism in different scenarios:

When you receive an email,

  • If the contact has only one open deal in Zoho CRM, then the email will be linked to that deal.
  • If the contact has more than one open deal the email will be linked to the last modified deal.
  • If the contact had a Closed-Lost Deal the email will not be linked to the deal and will be retained under the contact's emails related list.
  • If the contact has a Closed-Won deal, the email will be linked to that deal. 

Note:

  • During fresh IMAP configuration, the previous emails will be linked to the deal only if the contact had a single deal associated to it at the time of receipt of the email. Secondly, if the contact had more than one open deal the email will not be linked and will be listed under the contact's Email related list and the user can manually link it to the deal. In the deals module these emails will be displayed under "Emails associated with the Contact".
  • Once an email is linked to a deal, within the deals and the contacts module these emails will display the "linked" icon. By clicking on the icon you can choose to change or unlink the deal.

Link, Unlink or Change Deal Manually

Zoho CRM's deal prediction mechanism automatically links the emails to;the respective deals. However, if required you can choose to replace the deal that the email is already linked to. Also, you can manually link or unlink an email to a deal when required. 

Note that once an email is linked to a deal, the association will be retained unless the email is unlinked or the deal is deleted from the CRM account.

To link a deal

  1. Go to the Deals module and select a record.
  2. Go to the EmailsRelated List, select Emails associated with this contact from the drop-down list.
  3. Click the Link icon () beside the email.
  4. In the pop up, choose the deal you want to link the email to.
    Only the deals associated to the contact will be displayed.

To unlink or change the deal from Emails associated with Contact

  1. Go to the Deals module and select a record.
  2. Go to the EmailsRelated List, select Emails associated with this contact from the drop-down list.
  3. Click the "Linked Deal" icon in the email and choose the following:
    • Unlink Deal - Click this to remove the link.
    • Change deal - Choose a new deal to change the currently linked deal.

To unlink or change the deal from Emails associated with Deal

  1. Go to the Deals module and select a record.
  2. Go to the EmailsRelated List, select Emails associated with this deal from the drop-down list.
  3. Click the More link in the email and choose the following:
    • Unlink deal - Click this to remove the link.
    • Change deal - Choose a new deal to change the currently linked deal.

Note: You can also choose to link, unlink or change the deal from within an email.

  1. Select an email, from the Deals/Contacts module.
  2. In the email, do the following:
    • Click the down arrow, and choose either Link or Unlink or Change.
    • Click the More link in the Linked Deal information and Change or Unlink.

Deactivate IMAP Integration

On IMAP deactivation, the emails that are linked to the deals either manually or based on prediction will be unlinked and a fresh prediction will happen on IMAP reconfiguration.

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