Customizable email settings are essential for effective communication within organizations. They provide options for managing permissions, organizing emails, and creating templates, which support compliance and ensure consistent messaging. 

Key features include:

Email Tracking

1. Select the Email Tracking settings to monitor email engagement.
   

Note: If Track Opens and Track Clicks are enabled in the Email Settings, they are automatically selected by default in the compose tab for new emails.

1. After sending an email, the counts for Opened and Clicked are displayed, showing the number of recipients who opened the email or clicked on a link.
   
2. Hovering over the Opened or Clicked options shows the date and time of each recipient's interaction.
   
   

Note: Only the first open is counted for each recipient, even if they open the email multiple times.

Email Linking

Email linking allows you to connect emails with specific records, like Contacts or Deals. If no matching contact exists, a new contact is automatically created using the Auto-Create Contact option with the selected lifecycle stage.

Deals:

1. When this option is checked, emails are automatically linked with deals.
2. Emails sent from the deal page or to contacts associated with a deal will be displayed in the Deal Conversation section.
3. If the same company is mapped to both the deal and the contact, the conversation will also appear on the Company Detail page.
4. Enable or disable Deals and Contacts in Email Settings to control their default selection in the Compose tab.
5. You can manually change these options directly from the Compose tab, regardless of the default setting.
   
   

Contacts:

1. When enabled, emails sent to the contact will automatically link with the contact record, and the conversation will display in the contact conversation section.
2. If the configuration is disabled, emails sent to the contact will not appear in the contact conversation section. However, if the Link conversation to Contact is enabled in the compose tab while sending the email, the conversation will still display.
3. If the contact is associated with a deal and a company, the email conversation will also appear on the Deal and Company detail pages when the configuration is enabled. 
   
   

Auto-Create Contact:

1. The Auto-Create Contact feature allows the CRM to automatically create a contact record when an email is sent or received from a new email address that isn't already in the system.
2. When a new email address is included in the To, Cc, or Bcc fields of an incoming or outgoing email, the system can trigger the creation of a contact.
3. During the contact creation process, a dropdown menu will display available lifecycle stages such as Lead, Sales qualified lead, Demo, and Customer. The selected stage from this dropdown will be assigned to the new contact's lifecycle stage field.
   
   

Forward your emails

This feature lets you automatically log and sync important client emails with your CRM.  By using the Smart Bcc address in the cc or bcc fields of your email, the conversation is stored directly in the CRM under the Sent folder without creating a new contact. This ensures every interaction is easily accessible and keeps your records organized without manual entry.

To begin using Smart Bcc

1. Access Settings > Email Settings > Forward Your Emails.

2. Copy the unique Smart Bcc address from the field.

3. Use this address in the bcc field while sending emails from your email provider.

Smart Bcc Functionalities in Twozo

1. Emails forwarded with Smart bcc are displayed in the Mail tab under the Sent folder.
   
   

1. Emails linked to Contacts or Deals provide a clear view of ongoing conversations in the Conversation section of the Contact’s or Deal’s detail page.
   
2. Contact replies to a Smart Bcc email are not captured in the CRM unless syncing is enabled.
3. If the recipient’s email address is not associated with an existing contact in Twozo, a new contact is automatically created.
4. The email appears in the Twozo’s sent folder and the new contact’s detail page.
5. When a conversation includes both emails with and without a bcc address, only the outbound message sent with the bcc address will be displayed in the mailbox.
6. If an outbound email is sent with a Smart Bcc address and receives a reply, the reply will not be captured in the CRM. However, if a reply is sent with the Smart Bcc address, it will be recorded in the CRM as an individual email.
7. Emails sent with Smart Bcc in the To field display the To and Cc addresses but not the Bcc address in the CRM inbox.
8. Conversations are updated in the contact's conversation section if the contact is listed in the To or Cc fields.
9. When no recipient is specified in the To field, the email displays as Undisclosed Recipients in the CRM.
10. The sender’s email address is created as a contact if it does not already exist.
11. Scheduled emails with Smart Bcc function like regular scheduled emails. Once sent, they appear in the CRM’s sent folder and relevant contact or deal conversations.
12. Emails sent to custom email types linked to contacts are displayed in the contact’s conversation page.
13. If a custom email type is deleted and an email is sent to that address with Smart Bcc, a new contact is created with this email address. 
14. Smart Bcc is more effective when not synced, as it shows only the outbound message with the bcc address. When synced, it functions like a regular email thread.
    

Notes: Replies to emails forwarded with Smart Bcc are not captured unless syncing is enabled.

Email Signature

This feature allows you to create a personalized, default signature that will automatically appear at the bottom of the compose tab. This helps maintain a consistent and professional appearance in all outgoing communications.

1. Create a default signature that reflects your brand or personal style for a uniform look in all emails.
2. You can personalize the details including important contact details, email address, and company website, along with your organization information and job role making it easy for clients to reach you.
   

Blocked Address

This feature enables you to manage unwanted communications by blocking specific email addresses. This helps maintain a clean inbox and enhances your productivity.

1. Go to the Email Settings >Blocked Addresses.
2. Enter the email addresses you want to block in the designated field. This prevents any future communications from those addresses.
3. How to Block an Address:

4. Key Considerations:

Login Email Exclusion: The email ID used for logging in cannot be blocked. However, if a new email address is synced that differs from the login email, it can be blocked. If the synced email matches the login email, blocking is not possible.

5. Even if you block an email address, there are situations where you might still receive replies:

6. If you have previously sent emails to a blocked address, the old conversations will still remain in your inbox, even after blocking.
7. Finally click Save to apply the changes.

Note: 

1. If the blocked address sends a new email, it will not be received, but replies to existing conversations will still arrive.
2. After blocking, deleted conversations will still be visible, but only the most recent can be replied to.