Overview
Convex's email integration allows you to send, receive, and update emails within the platform. After setup, you can manage and view all email communications with your saved contacts without leaving Convex, streamlining your workflow by keeping all conversations in one place and making it easier to stay organized and responsive. Additionally, the integration provides read receipts for sent emails, helping you know when a recipient has opened your message.
Who uses this feature
Managers, regional managers, representatives, and salespeople
Primarily for Commercial Service and Commercial Construction business types
Feature configuration
Contact marketing@convexlabs.io to set up a demo and get more information about Convex.
Things to know
Convex does not store your credentials. They're used once to generate a token for connecting to your email provider. You'll only need to authenticate again if you remove or change your email address.
Convex uses a third-party, industry leader in email and calendar solutions to assist them in providing an email service. Check the attached documentation to learn more about the vendor.
Set up your email
To connect your email, authenticate your email address with Convex.
Click your name on the navigation menu.
From the side panel, click
Settings.On the Settings screen that opens, click Email Integration.
Enter your email address in the field, and click Begin Setup.
Follow the steps as prompted to grant access to your account.
Note: The authentication process identifies the email provider. If you have an unsupported provider, you will receive a message indicating that the authentication cannot be completed.
Set up your email through your IT Department
Convex may require access to some permissions on your email account, such as the ability to send, fetch, or update emails. It may also need some basic information about you, such as your email address. Depending on how your company's Microsoft service is set up, IT will need to grant permission for you to connect to Convex.
In some cases, Convex cannot detect all the information needed to request access to the account. In this case, you need to select a specific email provider. You may also need approval from your IT department. In this case, you will see a screen similar to this:
When this happens, your IT department receives a notification from Microsoft to accept the request (usually in their admin console or via email). Please reach out to them and have them check their email inbox and spam folder.
FAQ
Will my email work if I log in to different regions?
You may set up your email account in one of the organizations, and it will be valid in all that you log into with the same username.
Note: Emails sent only show activity in the organization where the action occurred. Replies to emails are viewable wherever that contact exists.
Does Atlas provide a full email client now?
No, this feature is not a full email client and does not replace a user's current email system. This feature provides users the ability to:
View email communication between the user and a contact.
Compose a new email to a contact.
Reply to an email from a contact.
Does Convex store my emails?
No, Convex does not store any of your email on our servers. In Convex, your data is always your own. Convex works with a third-party service to retrieve emails once and allows you to view them in the platform. All data is encrypted during this process. Convex does, however, store the header information for an email (recipients, date-time stamp, and subject), which allows it to present you with a historical list of emails between you and your Convex contact.
Convex only displays emails between you and the Convex contact. A Convex contact is one that has been saved in the platform and includes an email address. All other emails unrelated to Convex contacts are ignored.
Does Convex show the entire lifespan of email communication with a contact?
After the initial authentication, Convex pulls the last 90 days of email. If there is a request to retrieve older email communications, please contact your support representative. It is possible that we retrieve a wider timeframe of communications, but this may be subject to fees.
Will I still be able to view emails that I sent outside of Convex?
Convex will still track and display emails to your saved Convex contacts, regardless of where they originate. As an example, an email sent from a mobile device to a contact will display in Convex. Since the email account is authenticated with Convex, all communication is synced.
Where can this feature be used in Convex?
There are multiple locations where you can engage contacts through email, including the Contact Details Panel (CDP), the contacts page, or from within the Properties Detail Panel (PDP) in the contacts section.
In addition, you can view emails between you and a contact on the Contact Details Panel (CDP), which can be accessed by clicking on a contact name. A list of all emails between the contact and the user will be displayed, along with the ability to reply to those emails.
Do emails from Convex support CC/BCC actions?
Yes, CC and BCC fields are available when composing or replying to emails. Email addresses do not need to be Convex contacts in this scenario, but tracking activity only occurs for contacts that are saved as Convex contacts.
Does Atlas support HTML-based email?
Yes, users are able to view emails in HTML.
Does Convex support email signatures?
You can add a signature to your account that can optionally be added to new emails or email replies. You can create the signature in Settings > Email Integration after you have authenticated your account, or you can copy and paste a signature into the settings page.
How does a user add a signature to a new email or an email reply?
In the Settings page, there are two options:
Include in new emails
Include in replies
Enabling these options automatically adds signatures in the compose window for a new email or an email reply. Optionally, you can always edit the inserted signature in the compose window.
Are there any security concerns in allowing users to paste content into the signature area?
The third-party service that Convex uses to provide the email capabilities sanitizes all outgoing and incoming emails. In addition to that, Convex is specifically sanitizing the email signature block to prevent anything Rich Text or innerHTML issues. For more specific information on how this is done, please contact your support representative.
Can emails be sent to contacts that are not saved in Convex?
Yes, emails can be sent to any contacts in Convex. If the contact is not saved, the action of sending an email will prompt you to save the contact. We only track activity on contacts that are saved.
As a user, can I only see emails between me and a Convex contact?
No, you can see any communication from users in their organization (who have authenticated their email address) and a Convex contact.