Lost Communications are emails collected from the mail server which could not be matched to an existing contact within the Salpo CRM. Users can access their Lost Communications via the Communications tab in the top menu bar.
Think of Lost Communications as a "hold-bin" for any email addresses that do not already exist in the system.
After selecting an email address on the left, the email(s) associated with that address will list out for review. Click on one of the list items to expand the Communication and view the email body. The user can then decide if the email address should be added to an existing contact, created as a new contact, or if emails from this address should be ignored moving forward.
- Ignore - Choose to ignore the email address. Selecting this will remove any current communications and prevent future communications from being copied.
- View Ignored Addresses - View a list of previously ignored email addresses. Email addresses can be removed from this list, meaning future Communications from this email address will start copying into the Salpo CRM again.
- Add address to - Add an email address to a new or existing contact. This will move the stored Lost Communications and any future emails collected from this email address to the associated contact’s profile page.
Ignoring an email address means that the email will not be copied into the Salpo CRM.
Note: Users can only manage their lost communications but cannot view other user’s list of Lost Communications.
Saving the email address against a contact will move the associated emails from the Lost Communications page onto the contact page. Moving forward, new emails sent to or received from that contact will now populate under the Communications tab within the contact profile page.
Note: If a contact is added via the 'Add Individual/Organisation' window and includes an email address that is currently in a user's Lost Communications, the stored emails associated against that email address will automatically transfer to the new/existing contact.
Click here to learn more about adding new contacts via Lost Communications (at the bottom of the Adding Contacts page).
You can ignore and assign email addresses in bulk by selecting multiple email addresses at once. Once all of the addresses the user wants perform a bulk action on are selected, the user can choose from the Ignore or Add Addresses To options. These actions will affect the addresses you selected by including each of the selected addresses into a single contact or by ignoring multiple addresses at once.
Remember to check the Lost Communications section on a regular basis. If email addresses are not managed properly, the Salpo CRM will not reflect the most up-to-date Communications and users will not have current data to act on. It's also an excellent way to build up your list of contacts!