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Link synced email to CRM records

Emails synchronized from Gmail/Outlook integration are auto-linked to CRM Contacts and Opportunities. Unmatched emails are queued for manual linking.

When this happens: Email sync job detects new emails in the connected mailbox.

How it works

  • Email sync detects a new email. Extracts all email addresses from To, CC, BCC, From.
  • For each email address, searches for matching CRM Contacts by email field.
  • Match found: creates an Email activity linked to the Contact and the Contact's Company.
  • Direction: if CRM user's email is in From — Outbound; otherwise — Inbound.
  • Subject = email subject line. Description = email body (HTML stripped, max 50,000 chars). Source = EmailSync
  • If Contact has active Opportunities: also links to the most recent open Opportunity.
  • Activity appears on Contact and Opportunity timelines. LastActivityDate updated.

If something goes wrong

Email integration disconnected

Integration token expired or revoked. Sync fails. User notified: Email sync disconnected. Please reconnect

Good to know

  • Synced emails are distinguished from manually logged emails by .
  • Auto-linking uses exact email address matching on Contacts.
  • Unmatched emails are per-user; each user sees only their own.