Connecting and sending email

If you’re new to ChartMogul CRM, review our setup guide.

You'll need to have a CRM seat to use email. When using ChartMogul CRM with a free seat, ChartMogul adds “Sent from ChartMogul” to emails sent using the app interface. To remove this, upgrade to CRM Pro.

Connecting your email account to ChartMogul allows you to send and receive emails in-app while also recording sales-related conversations with new and existing customers.

Watch a video about communicating with prospects and customers. On December 15, 2023 we changed the name of Data Platform to Data & Config.

Here’s what we cover in this article:

Before you begin

Ensure contacts with email addresses are being imported into your account. ChartMogul uses this information to import and sync emails. Learn more in our ChartMogul CRM setup guide.

How it works

When a user connects their email, ChartMogul imports emails from their account, matching them with contacts (based on their email address). After the initial import has concluded, ChartMogul will automatically sync any new emails and display them on the relevant customer records.

There are also several additional details you should understand and consider when using email with ChartMogul.

Detail Impact
Update frequency ChartMogul imports emails in near real-time.
Using CC ChartMogul imports emails when contacts are CC’d on emails.
Using BCC ChartMogul cannot import emails when contacts are only BCC’d.
Duplicate contacts in customer records ChartMogul displays emails on all customer records where the contact is added.
Sending an email to multiple contacts When an email is sent to multiple contacts, ChartMogul displays it on all customer records where the contact is added.
Emailing another user in your ChartMogul account (internal communication) ChartMogul does not import emails sent between users of the same ChartMogul account.
Emailing another user in your organization (internal communication)

ChartMogul does not import emails for users with the same internal domain.

For example, if your email is michael@acme.com then your internal domain is acme.com. ChartMogul does not sync emails sent between acme.com email addresses.

Deleting a contact When a contact is deleted, ChartMogul deletes their emails stored in ChartMogul. This doesn’t impact your email inbox.
Deleting emails It is currently not possible to delete emails using the app interface. However, it is possible to delete emails by deleting a contact or adding their email address to the blocklist.
Deactivating a ChartMogul user ChartMogul retains a user’s emails after they are deactivated.

Connecting your Gmail account

  1. Sign in to the Google account you’d like to connect to ChartMogul CRM.
  2. Navigate to Data & Config > Manage > Email > Setup.
  3. Click Sign In With Google and select your account.
  4. Click Allow to authorize ChartMogul to access your Gmail account and import emails.

Screenshot of the page prompting the user to authorize ChartMogul’s access to their Gmail account. The Allow button is highlighted.

Composing an email

Send emails to contacts using the app interface. Each company in ChartMogul is a customer and a customer record includes multiple contacts.

  1. Navigate to a customer record.
  2. Click the Email   icon above the list of activities or next to a contact.
  3. Enter the contact(s) in the To field. If the customer has no contacts, click Add contact, fill in the details, and click SAVE.
  4. Add the email address for any additional recipients in the CC or BCC field.
  5. Enter a subject line.
  6. Compose your email or select Choose a template.
  7. Click the paperclip   to attach a file.

Finally, click Send.

Screenshot of an example email composed in ChartMogul. The Send button is highlighted.

Working with email templates

Save time and ensure consistent messaging for emails you send frequently by creating a template.

Using email template placeholders

Placeholders allow you to dynamically insert user, customer, and contact data stored in ChartMogul into your emails. Once you’ve added a placeholder, ChartMogul populates email drafts with data from your account. Add a fallback to the placeholder that ChartMogul can use when the corresponding information is missing. When sending emails to multiple contacts, ChartMogul populates the template with the first recipient’s data.

Click the curly brackets icon and select a placeholder from the list.

Screenshot of the Insert placeholder dropdown with a list of available placeholders.

For example, to address a recipient by their first name, include in an email template:

Hi {{ contact.first_name }},

If you select this template when emailing Samantha Smith, ChartMogul will replace the text with:

Hi Samantha,

Add a default value after “fallback=”:

Dear {{ contact.first_name, fallback=Customer }},

ChartMogul uses this value if the corresponding information is missing:

Dear Customer,

Some placeholders require customization. If you want to include a custom attribute in an email template, replace the custom_attribute_name in {{ customer.custom.custom_attribute_name }} with the actual name of the attribute:

If you need anything, don’t hesitate to contact {{ customer.custom.account_manager }}.

When emailing a customer whose account manager is Adam, ChartMogul will replace this template text with:

If you need anything, don’t hesitate to contact Adam.

When you insert a placeholder directly in an email, ChartMogul instantly replaces it with the corresponding data.

Here are the placeholders ChartMogul provides:

User

{{ user.name }} The sales person’s full name
{{ user.email }} The sales person’s email address

Customer

{{ customer.name }} The name of the company (if the customer is a business and not an individual)
{{ customer.city }} The company’s city
{{ customer.state }} The company’s state abbreviation in the US
{{ customer.state_name }} The company’s state in the US
{{ customer.zip_code }} The company’s postal code
{{ customer.country }} The company’s country or region code
{{ customer.country_name }} The company’s country or region
{{ customer.custom.custom_attribute_name }} A custom attribute you’ve added to the company. For example, if the custom attribute is called Marketing_channel, use {{ customer.custom.Marketing_channel }}
{{ customer.stripe.stripe_attribute_name }} A custom attribute imported from a supported billing system. For example, if the custom attribute in Stripe is called account_id, use {{ customer.stripe.account_id }}

Contact

{{ contact.first_name }} The recipient’s first name
{{ contact.last_name }} The recipient’s last name
{{ contact.name }} The recipient’s full name
{{ contact.title }} The recipient’s title
{{ contact.email }} The recipient’s email address
{{ contact.phone }} The recipient’s phone number
{{ contact.custom.custom_attribute_name }} A custom attribute you've added to the recipient. For example, if the custom attribute is called role, use {{ contact.custom.role }}

Creating an email template

  1. Navigate to Data & Config > Manage > Email Templates.
  2. Click Add Template.
  3. Give your template a unique name in the Template name field.
  4. Compose the body of your email, including any placeholders you wish to use.
  5. Click Save.

Screenshot of the Save as new template dialog with an example email template. The Save button is highlighted.

ChartMogul creates the template and adds it to the Choose a template drop-down when composing an email.

Editing an email template

  1. Navigate to Data & Config > Manage > Email Templates.
  2. Click the template you want to edit and make any changes as needed.
  3. Click Save.

Deleting an email template

This action is permanent and cannot be undone.

  1. Navigate to Data & Config > Manage > Email Templates.
  2. Click a template you no longer need.
  3. Click DELETE.

Working with the blocklist

To prevent unwanted emails, add a contact’s email to your blocklist.

Adding a blocklist item

  1. Navigate to Data & Config > Manage > Email > Blocklist.
  2. Click Add a Blocklist Item .
  3. Enter the Name and Email for the contact you need you block.
  4. Click Save.

Screenshot of the Create blocklist item dialog with the Name and Email fields completed. The Save button is highlighted.

ChartMogul deletes the contact’s email history and will no longer import emails from the blocklisted address.

Removing a blocklist item

  1. Navigate to Data & Config > Manage > Email > Blocklist.
  2. Locate the contact you need to unblock and click Unblock.

ChartMogul imports the contact’s email history and will update automatically with any new emails.

Working with email drafts

Save an email draft to return to it at a later time. ChartMogul saves the changes of the last user who edits the draft. When drafts are sent, ChartMogul specifies the sender as the user who sends the email.

Creating an email draft

  1. Navigate to a customer record.
  2. Click Email.
  3. Compose your email. The draft is saved automatically as you type.

Discarding an email draft

This action is permanent and cannot be undone.

  1. Navigate to a customer record.
  2. Locate the draft.
  3. Click the Delete icon.

Disconnecting your email account

Disconnect your email account to stop ChartMogul from importing new emails.

  1. Navigate to Data & Config > Manage > Email.
  2. Click Disconnect Email Account.

Next Steps

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