EmailingPlaybooksUser Guide

Track & Sync

By June 3, 2019 February 11th, 2020 No Comments

Track & Sync

How do I track and record emails that I send outside of Playbooks?

Track & Sync extends the Playbooks email notification system to external email platforms. Email directly from Gmail or Outlook and get real-time feedback on prospect engagement. Find a copy of each email saved to the correct prospect record’s activity history in your CRM.

This article discusses the steps to set up and begin using Track & Sync.

Requirements for Track & Sync

To Use Playbooks for Outlook

  1. You must have Outlook 2016 or above
  2. You must install the Playbooks for Outlook Add-in
Note: Playbooks for Outlook only supports Outlook 2016 and above. It must be the 64-bit version of the software. The 32-bit version of Outlook will not work.

To Use Playbooks for Gmail

  1. You must have a Gmail account
  2. You must install the Playbooks Chrome extension

Setting Up Track & Sync

To Set Up Playbooks for Outlook

  1. Open the Microsoft Add-in store
  2. Find Playbooks for Outlook or click here
  3. Install the Add-in
Note: If your organization does not allow you to use add-ins, you’ll need to talk to your supervisor about adding permissions to your Office365 profile.

To Set Up Playbooks for Gmail

  1. Open the Playbooks Chrome extension
  2. Click the Menu button
  3. Click Settings
  4. In Preferences, click the Gmail Integration switch

Enabling CRM Email Sync

This feature automates email logging from third-party programs, like Gmail and Outlook, to your CRM. It saves a copy of each email to the corresponding prospect record’s activity history.

To Enable CRM Email Sync

  1. Click the Menu button
  2. Click Settings
  3. Click Email
  4. Click the CRM Email Sync switch

Managing Your Blacklist

Once CRM Email Sync is enabled, you are able to control which emails you copy to your CRM. Blacklist specific email domains or emails that contain sensitive information. If you send or receive an email that does not match a prospect record in your CRM, you can add the prospect to your CRM or ignore the email.

To Manage Your Blacklist

  1. Click the Menu button
  2. Click Settings
  3. Click Email
  4. Click My Blacklist
  5. Enter sender details or email contents to mark emails that should be ignored
  6. Click SAVE CHANGES

Company Blacklist

Administrators or managers are able to prevent specific emails from synchronizing with the CRM for an entire organization. The Company Blacklist is much like the personal blacklist above. However, this setting is only accessible via the Playbooks Manager Application, and rules implemented there affect all users.

To Manage the Company Blacklist

  1. Open the Playbooks Manager Application
  2. Click the Settings tab
  3. Under Email, click Company Blacklist
  4. Enter sender details or email contents to mark emails that should be ignored
  5. Click SAVE CHANGES
Note: The Company Blacklist is managed by your company’s Playbooks Administrator.

Managing Your Unsynced Emails

At times, you will receive emails from addresses that are not linked to leads or contacts within Playbooks or your CRM. When this happens, Playbooks will store a copy of the unsynced email until you decide further action. You can save the email and add the prospect record to your CRM. You have the option blacklist the email address and never store information from it again. Or you can simply ignore the inbound email.

To Manage Your Unsynced Emails

  1. Click the Menu button
  2. Click Settings
  3. Click Email
  4. Click My Unsynced Emails
  5. Select one or more emails
  6. Click the vertical ellipsis or ACTIONS
  7. Select an option: Add to CRM, Add to Blacklist, Check Sync Status or Ignore
Note: Add to CRM can only be used for one unsynced email message at a time.

Sending an Email with Track & Sync

Playbooks makes it easy to send tracked emails. The process is either identical to the steps you usually take, or there are minor differences.

To Send An Email With Playbooks For Outlook

  1. Open the Microsoft Outlook Application
  2. Click New Email
  3. Add email content
  4. Click Send & Track Email
Tip: You can send an untracked email by sending with the standard Send button.

To Send an Email with Playbooks for Gmail

  1. Open the Gmail web application
  2. Click Compose
  3. Add email content
  4. Click Send
Tip: You can send an untracked email by disabling the “TRACK EMAIL” switch in a draft.
Related Article: Email Notifications

Click this message to learn how Playbooks provides you with notifications that indicate how prospects are interacting with your emails.

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