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Email sync and auto-link

The system periodically syncs email from the your connected account and automatically links emails to CRM records (Contacts, Leads, Opportunities) by matching email addresses.

When this happens: Background sync interval (every 5 minutes).

Step by step

  1. 1

    Views the Contact/Lead/Opportunity detail page — Activity Timeline shows linked emails.

    Sync job triggers every 5 minutes. Fetches new/modified emails since last sync checkpoint. For each email, extracts all participant addresses (From, To, CC). EasyCRM matches addresses against Contact.Email and Lead.Email fields. Links the email to all matching CRM records. Email appears on each record's Activity Timeline. EasyCRM stores: Subject, Snippet (first 200 chars), Direction (Inbound/Outbound), Date, Participants, Thread ID. Full body stored for display. EasyCRM updates sync checkpoint.

Other paths

No match found

An email has no matching CRM records. Email is stored in Unlinked Emails view. Can manually link an unlinked email to any CRM record via drag-drop or search.

Send email from CRM

On a Contact detail page, clicks Send Email EasyCRM opens email composer pre-filled with Contact's email. Templates available. Composes email, optionally selects a template, attaches files. Clicks Send EasyCRM sends via the your connected email account (appears in their Sent folder). Automatically linked to the Contact's timeline.

Bulk email via esp

Send campaign email to a list — routed through configured ESP (SendGrid/Mailgun). EasyCRM tracks opens, clicks, bounces, unsubscribes per recipient.

If something goes wrong

Sync failure

API call to provider fails (network error, rate limit, token expired). Retries with exponential backoff (3 retries). If still fails, marks connection as Sync Error Notification to user: Email sync failed. Please check your connection

Good to know

  • Sync is two-way: sends from CRM appear in the provider's Sent folder.
  • Email matching uses exact email address comparison against Contact.Email and Lead.Email.
  • Emails are linked to all matching records (many-to-many).
  • Sync interval: 5 minutes.