Mail Integration
Last updated
Last updated
If you have ever found yourself looking back through old emails trying to locate key details about a client interaction, or you’ve tried locating a conversation thread that remains elusive, then Daylite has the perfect solution.
Daylite records every interaction with your Contacts, using a powerful feature called Daylite Mail Assistant, which is an extension for Apple Mail.
Daylite Mail Assistant links incoming and outgoing emails to your Contacts in Daylite if the email address has already been added to Daylite.
You can add information such as companies, job titles, phone numbers, addresses and more, to either a new or existing Contact, editing their information right from within Apple Mail. It is a powerful way of ensuring that all your team members stay up to date with the latest communication.
Once you have added a Contact into Daylite, you can use Daylite Mail Assistant to find and add them to a Person's record.
Daylite Mail Assistant lets you add multiple email addresses to a Contact’s record, such as a personal email address and a work email address.
By adding your work and personal email accounts to Daylite, and keeping each account separated, you avoid the confusion of which account is which.
To add an email account for the first time, select Mail from the Sidebar and tap Add Mail Account.
Next, select which Mail Account you would like to add, then enter your email account information.
Pro Tip:
Pay special note to the Name and Description you assign each email account you add to Daylite. The Name field is how others will see you when you send email messages from this account. The Description field helps you distinguish it from any other email accounts you add to Daylite.
You will now be able to see each account added separately to Daylite Mail under Accounts.
Adding an email to Daylite you're about to send is a quick and easy process, and is encouraged because then you have a record of any outgoing correspondence in one easy-to-view location.
Once you have composed a new message and have added all of your recipients, the outgoing email message can be automatically added to Daylite. This can then be seen under the Activity View. Any Daylite Contacts will be automatically linked to the email.
At first glance, Daylite's Mail feature may seem deceptively simple, but let's take a closer look.
Start by selecting Mail from the Sidebar, then choose an email account.
The screenshot below shows two emails with grey numbers next to the date the email was sent. These indicate an email thread exists, and how many emails are a part of the thread.
The yellow Sunshine icon shows that an email Contact has been successfully added to Daylite.
A greyed out Sunshine icon lets you know that there is at least one email Contact in the thread has been added to Daylite. You must open this thread to add additional email Contacts if needed.
A paperclip icon shows you there is at least one linked Object attached to this email Contact.
A file card icon means the intended recipient of the incoming email has a Daylite record.
A small square lets you know there is at least one Task attached to this email Contact.
A small clock face lets you know there is at least one Appointment attached to this email Contact.
Pro Tip:
You can choose which Items to link to an email once it's been added to Daylite, including Contacts, Users, Opportunities, Projects, and Attachments.
Linking your emails to your Contacts, Opportunities, and Projects is especially important, because Daylite will then show your email communication chronologically in the Activity View in Daylite, making it easy to find your client email history later on.
Once you have selected an email to view, it populates on the right hand side of Daylite Mail. If you would like to add this Contact to Daylite, simply tap Add to Daylite underneath the email title. The Add to Daylite button will change to In Daylite, and the Daylite Mail Assistant window will add the email to Daylite. If the email is from an existing Daylite Contact, or there is a Daylite Contact in the To, Cc, or Bcc fields, the email will be auto-linked to the Contact, as well as the active Opportunity or Project the Contact is linked to.
This email Contact has now been added to Daylite, and will be highlighted in orange going forward.
You can also use Daylte Mail Assistant to save emails to a Company instead of a Person. This is very helpful when you want to file generic emails from nobody in particular.
When an email is received from either of these email addresses they will be added to the Company record instead of a Person record. This can be useful for when you want to differentiate these work emails from somebody’s personal email, or for regular updates you may receive from a company.
Pro Tip:
Always double check these fields before saving to Daylite.
Depending on the email provider and possibly the email client software this contact information may not always be correct. For example the First and Last names might be swapped.
In some cases the name does not appear in the email header at all and in that case you will only see the sender’s email address listed in the first name field.
When a silhouette appears beside a Person’s name, it means that the Person’s email address is already saved in Daylite, and the content from the email will be added to the person’s history in Daylite. The field will turn blue to indicate that it has been added to Daylite.
By tapping the Edit button beside the orange highlighted In Daylite, you can quickly add:
Category - You can only choose one Category to display. A good way to use Categories is to indicate the type of activity involved. For example is it an email, a phone call, or something you need to do in the office?
Keywords - You can choose multiple Keywords to display. These are used to help create filtered searches.
Permissions - Who is allowed to view these records?
Linked items - Connect related information together.
You can link emails directly to an Opportunity or Project in Daylite.
Start by creating a new Opportunity or Project. You will then be prompted to add a title.
The Contact will be be linked to the new Opportunity or Project and subsequent emails from this Person will also be added to the Objective.
When the Objective is completed, Daylite Mail Assistant will no longer add emails to it.
You can add a New Task to this Contact record by tapping the New Task button here. From any email that requires a follow-up or a next action, simply create a Task and it will be linked to the email and the Person who sent it. Then you can review your Tasks any time you want to, either from the Contact's Activity View or from the My Tasks section of Daylite. Be sure to add a due date and reminder to your Task so you don't forget about it.
Pro Tip:
You should try to state clearly what needs to be done, and what the desired outcome would be when creating titles for your Tasks.
For example, rather than using the title "Follow up”, try something like “Call Frank to see if he wants to move forward with the project". Tasks with the desired outcome are more helpful when reviewing your Tasks at later date.
You can attach a New Appointment to this Contact record by tapping the New Appointment button here. This Appointment is then viewable in your Daylite Calendar. The email and the Contact will be linked to the Appointment, making it easy to review the details of your Appointment later.
Once you have added the email Contact to Daylite, you can view and edit this Contact record by tapping the > symbol beside their name. This will open up their Contact record in the Details View. Select Edit to make any changes.
Here are a few important things to note when viewing a Contact's details:
When you select Add to Daylite the email is linked to the Contact. You can choose to unlink the email at any time.
A client may have multiple emails just like you do. Be sure to add them here.
You can adjust Permissions so only certain people or departments on your team have access to this record if needed, such as Human Resources.
Link any Opportunities the Contact is involved with. You can view the Opportunity by tapping here.
Relationships can be either hierachy based (work environment), such as David has an assistant named Stephen, or equality based (personal) such as Toby is the brother of Susan.
Linking Linking gives you the ability to connect related information together, sharing the knowledge between two pieces of data. For example, you may have several Contacts at a single Company, or have multiple Contacts linked to a single Project.
When you add an email to Daylite from or to a Daylite Contact, that Contact's currently active Project and/or Opportunity will be automatically linked to the email as well. If the Contact has multiple active Projects or Opportunities linked to them, those Projects or Opportunities will be shown as suggested links, and you can click the ones you want to have linked to the email.
The Activity View is a great way to see everything about your Contact all at once. The Activity View keeps track of all your linked Emails, Appointments, Tasks, Files, Notes and Forms, and displays them in chronological order.
Within Mail > Mail Settings you have the ability to set Mail Accounts, set your default Sender and Signature, set up your Toolbar, and to Ask Before Deleting, just in case.
There are however three very important other points to highlight. They are Compose in Apple Mail, Linking, and Email Storage.
Compose in Apple Mail - Any emails you compose outside of the My Mail tab will open in Apple Mail.
Linking - When a message is added to Daylite, you can choose to:
Link All Contacts
Link Opportunity
Link Project
Link Users
Email Storage - this is really important depending on whether you are most often in office or out on the road. You can choose to:
Optimize Storage - great for in office, as email is downloaded as you need it, and the originals are stored in Daylite Cloud.
Download All Email Content - All emails and content are stored on your device, so you have access even when offline.
For example, a company might send regular emails from the address . You could create a person called "news" but this tends to make Daylite a bit confusing. The better way to achieve this is to add the email address to the company's email address field.
