MyCRM: manage your contacts, lists and tags in Mailsuite

MyCRM is the contact book built into Mailsuite. It keeps in one place the people you exchange emails with, along with their email history, tracking activity and attachments, and lets you organize them with tags and lists, so you can find the right people quickly.

Where to find it

• In Gmail: click MyCRM in the left sidebar. A window opens with a searchable list of your contacts. Click See all contacts to open the full view.
• In your Mailsuite dashboard: go to Data hub → MyCRM.

Your contacts

The contacts table shows one row per person. By default it includes:

• Name, Email, Email domain and Phone
• Last contacted on: the last time you emailed them
• Last heard from: the last time they emailed you
• Last open on and Last click on: the last time they opened or clicked one of your tracked emails

Click any column heading to sort by it, and use the search box at the top to find a contact by name or email.

Add contacts

You don't need to build your contact list from scratch. MyCRM already includes the people you exchange emails with, and from your first day it is populated with your previous communications.

To add people you haven't exchanged emails with yet, click Add contacts and choose how many you want to add:

• One contact to add a single person.
• Multiple contacts to import many at once. You can drop a CSV file (up to 10,000 rows), or paste email addresses separated by commas. Click download template in the import window to get a CSV with the right columns: Email, Name, Last name and Phone. Only the email is required.

The contact record

Click a contact to open their record. At the top you see their name, email, phone, Email status (for example Subscribed) and engagement figures: last contacted, last heard, last active, last open, last click, open rate and click rate. On the right you can see which lists and tags the contact belongs to, and add or remove them.

The tabs below give you the full picture of your relationship with that person:

• Communications: the emails you have exchanged, with the tracking activity of each one.
• Attachment Drive: files you have sent to or received from them.
• Tracked PDFs and Signed PDFs: the documents you have shared with them for tracking or signature.
• Activity: a timeline of events for this contact, such as opens and clicks.
• Notes: a place for your own notes about the contact.

Organize contacts with tags

Tags are labels you can apply to any contact, for example Customer or Lead. A contact can have as many as you like.

1. Select one or more contacts using the checkboxes.
2. Click Add tags.
3. Pick an existing tag, or type a new name and choose Create "…" and tag these contacts.
4. Click Apply.

Click Manage tags in the same window to open your full tag list. The Tags column in the table shows each contact's tags.

Group contacts into lists

A list is a saved group of contacts, such as a segment of prospects for a particular quarter. A contact can be in several lists.

1. Click Create list. To start from specific people, select them first.
2. Give the list a name, for example Q4 prospects.
3. Search for contacts, or type an email address, to add them. You can also click Create new contact.
4. Click Create list.

Your lists appear in the drop-down at the top left of MyCRM (it reads All contacts by default). Select a list to see only its contacts.

While a list is open, click More to Export contacts, Edit list, Duplicate list or Archive list.

Filter and customize the table

Click Add filter to narrow the table down. You can filter by name, last name, email, email domain, phone, and by when you last contacted, heard from or had an open, click or hot open from a contact.

Use the columns button at the top right of the table to choose which columns to show. Besides the defaults, you can add Hot, Revival, Tags, Unsubscribed from emails and Has hard bounced. The Email column is always visible.

Related articles:

• Mailtrack's Salesforce and other CRM integrations
• The Campaigns report