Monday.com Email Integration

Setting up email integration

1. In Contacts, click on Integrations and add gmail integration.

2. In Monday.com settings, 

   1. Allow everyone to view emails. For more on privacy and visibility, see this article.

   2. Choose to log only the emails you send from your gmail inbox that are bcc'd to navigationgames-company@crm.monday.com 

3. View emails related to a contact by clicking on the contact item and looking at the "Emails & Activities" section of the pop-up.

4. Generally, if you send emails from within Monday.com, it is definitely logged. If you send emails from your connected gmail account, it only logs emails if you set it up to do so. 

How to add the gmail integration

Go to the board you want to create an Integration on (Contacts); click on Integrate button in upper right. Then you will see template automations. I don't think you need to select any of these to log email traffic.

One person, multiple email accounts

Each of us uses multiple Navigation Games email accounts and groups. For example, programs@navigationgames.org is a group email address, and outreach@navigationgames.org is a single-user email address that forwards to admin@navigationgames.org (a group email address). 

Sharing access to linked email accounts

In Monday.com, I went to my picture (top right) and clicked on "email settings". Then under My accounts, for outreach@navigationgames.org, I shared access by adding Maija, Mikayla and Jackson, and giving them Read & write access. Then I went to "Everyone else on Navigationgames", and they can all view and write email activities. 

To do: When Jackson logs in, can he send mass email from outreach@navigationgames.org?

What emails get logged?

Outgoing emails can be logged; you have a choice of automatically logging all outgoing emails or only those that are BCCed to navigationgames-company@crm.monday.com. You don't necessarily want all your emails logged, so it may make sense to use the BCC solution. 

Logging emails related to an item: This depends on how the emails are sent, and use the Email column(s) of the item for matching.

• Created in an item's Emails & Activities composer: this will be logged in the item, even if the contact isn't included in the item's email column.

• Sent/received from the item's contact: this will be logged only if it includes both (1) the Email column address, and (2) the email address that you connected to Emails & Activities (you can have more than one). These email addresses can be sender, recipient or CC/BCC. Important exceptions: emails from an item's email address that is used as an active email connection in Emails & Activities will NOT be logged. (You log those in a different way.)

• Sent to/from the contact on a connected item: outgoing and incoming emails are logged.

• Part of an ongoing thread: logged.

Allowing other team members to see your emails

We won't be able to see the emails that have been logged by someone else unless they change their settings so that any team member can view the emails. To do that: from home page, go to Settings (upper right), then "Account setup & privacy" under Emails and Activities. Under "My accounts", use the three dots to the right of each account to select View only. 

Remaining questions

What if more than one person adds the gmail integration? Do emails get double logged, or is it smart?

Useful Videos

• Emails & Activities

• Automate Emails in Monday.com

Create contacts automatically

You have this option: Barb has set up her president@navigationgames.org account in Monday.com settings to create contacts automatically when she sends an email to someone new. It is created in the Contacts board, and uses the Email column.