Users can link emails from the Email workspace to app items so that they are displayed on app item pages. For example, a manager adds their dialog about commercial conditions with a client to the deal page. A lawyer adds the contract negotiation correspondence. All this information is collected on the Linked emails tab. In this case, the history of interactions with the client will be available to all employees who have viewing permissions for the item. Emails will be shown on the page even after the email account is disconnected from the user’s profile.
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Only system administrators can determine which app items will be available for selection when linking emails.
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Ways of linking emails
There are two ways to link emails to app items in the system:
Customize the list of apps whose items can be linked to emails. To display correspondence, add the Linked emails widget to the forms of these apps. By default, the list includes the Leads and Deals apps. You do not need to modify their forms.
The user can then select a specific item of an available app on the email page to link the email and all subsequent correspondence on this topic to it. The employee can also unlink an item and stop showing new emails on its page, as well as remove already attached messages.
Enable the option of automatic linking of emails to Contacts app items. Then the email address in the message is compared with the address specified on the contact page in the Work email field. If the addresses match, the email and subsequent correspondence will be automatically linked to that contact. Users can see emails:
- On the contact page in a separate tab.
- On an item page of any app where this contact is specified and the Linked emails widget is placed. For example, by default, emails can be displayed in leads and deals if users fill in contact information in them.
All new emails by contact will be saved on the contact page and in items where the contact is specified until you disable automatic linking in the settings. On the inbox or sent email page, users can unlink a contact's page.
You can combine the ways of linking emails. For example, in the settings, add the Orders app to the list and enable automatic linking by contact. Then the user will be able to select a certain order and link emails to it manually, and the correspondence will be displayed on the contact page as well.
If you want to limit the visibility of correspondence, configure only the manual method of linking emails to items. Then users will be able to choose which emails to link to app items and not display confidential correspondence.
Configure a list of apps available for linking
By default, only Leads and Deals apps are available for manual linking. To enable users to link emails with items of other apps, edit the list of available apps. To do this:
- Open Administration > Email > Link Settings.
- Click +Select App and choose an app from the list, for example, Orders.
You can add only five different apps from the system to this list.
- You can send an email's subject, text message, sender and recipient as well as attached files and send date to an app. This data is shown on the app item page linked to the email. To set this up, click Configure context. In the window that opens, match the email’s properties with the app’s fields. Note that you can only match properties of the same type. For example, to pass the name of the sender or the email’s body, a String type field has to be added to the app context.
- Click Save.
- In order for the linked emails to be displayed on app item pages, use the Linked emails widget. Go the advanced mode of the app form settings and add the widget to the view form. For more information on how to place the widget on the form, see Form template.
After that, users will be able to link emails to app items in the Email workspace. Information from the emails will be transferred to the fields of the item according to the settings, and all linked emails will be visible on the item page. Employees will also be able to delete links with an app item and not display confidential emails on an item page.
You can delete an app from the list of apps available for linking. To do that, go to Administration > Email > Link Settings and click the recycle bin 
icon. After that users won’t be able to link emails with app items from this app, but existing links will stay intact.
Enable automatic linking with contacts
Incoming and outgoing emails can automatically be linked to contacts and displayed on their pages under the Linked Emails tab. If a contact is specified in an app item and the Linked emails widget is placed on its view form, the contact's correspondence will also be visible in this item.
To do this:
- Go to Administration > Email > Link Settings.
- Enable options for automatic email linking:
- Automatically bind incoming emails to Contacts. Incoming emails will be linked with a contact if the sender’s email address matches the address in the Work Email field of the contact's page.
- Automatically bind outgoing emails to Contacts. Outgoing emails will be linked with a contact if the recipient’s email address matches the address in the Work Email field of the contact’s page. Note that only emails sent to the contact person from the Email workspace are linked.
- Click Save.
After this, depending on the selected options, received or sent emails will be automatically linked with contacts. If you disable the option, new emails will not be linked and old emails will remain on contact pages.
If several contacts have the same email address, the email will be linked with each of them. If there are duplicate entries for a contact, the link is created only with the main item.
If there is no contact in the system with the specified email address, no link is created.
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