CRM email integration by BaseCloud CRM

BaseCloud CRM

South African CRM Outlook Email Integration and Automation

A Microsoft-verified CRM system that can handle all your business emails automatically might just be the business process breakthrough you’ve been looking for.

Introducing a system that not only filters your Microsoft emails into your client management system but assigns them to specific clients and sorts them automatically and accurately in your Outlook inbox. 

How about that for CRM integration?

Why Email Days Feel Like Unproductive Days

Disorganised email threads and overflowing inboxes result in duplicate emails in both your CRM and Outlook, which can lead to unnecessary admin work and decreased productivity.

Regarding email integration with your CRM, you’ll find that one of the following typically happens:

  • Everything is Duplicated, and Outlook is Overflowing: 

Your emails remain in your Outlook and get pulled to your CRM system. This leaves you with two audit trails, so nothing is lost if you cancel your CRM software subscription. 

But you now have email duplication, your staff is unsure on which platform to respond, and whenever you do visit Outlook, you have 11278 unread emails.

  • User Adoption Fails – No One Wants to Use It:

Your CRM system seems to do everything right. Your emails are integrated into your CRM system, and everything looks neatly set on your end.

But you don’t receive proper training or have a helpful account manager, so you end up being the only one who knows how to use the CRM system you spent months choosing and learning how to use. 

  • It Costs More Than Your Wages:

It can also go the other way. Your CRM system works so well that everyone loves and adopts the system.

But you end up paying more for each staff member’s emails to be sorted than your entire team’s salaries.

  • No Long-Term Audit Trail:

Your emails are pulled to your CRM system, and you have a great audit trail without duplication in your Outlook. 

But when you want to change CRM software, you lose your email trails and have no proof of your communications.

Despite the evolution in how we communicate, emails remain an invaluable communication tool and an informative paper trail. 

The Importance of Email Audit Trails for Modern Businesses

An email audit trail is like a spare tyre on a road trip. You don’t think about it, but when you need it, you’re stuck without it.

Here’s why your business needs email audit trails:

Compliance and Legal Requirements: Keeping detailed records of communications is mandatory in various industries to avoid potential fines and legal issues. Periods of document retention vary depending on the industry, commonly between 3 and 7 years in South Africa.

Dispute Resolution: Access factual and chronological communication records, which can be invaluable in resolving client or employee disputes.

Security and Fraud Prevention: Identify security breaches or fraudulent activities, protecting sensitive data and the integrity of your business operations.

Performance and Productivity Analysis: Gain insights into communication patterns, response times, and client engagement to inform strategies to improve efficiency, responsiveness, and customer satisfaction.

Direct Email Integration Optimising Your Operations

Let’s be honest: there’s nothing quite as satisfying as seeing Outlook’s congratulations message after clearing out your inbox – if you’ve been fortunate enough to experience this, that is. 

With BaseCloud CRM’s direct Microsoft email integration, you and your team will have Outlook sing your praises daily.

The direct email integration feature automatically sorts emails to specific clients in the CRM and simultaneously organises them within your Outlook folder. This simplifies email management, ensuring prompt responses and actions for your client requests.

On top of that, BaseCloud CRM software only sorts these emails to existing clients, leaving the rest in your Outlook inbox. This gives your team the power to identify and create new clients and separate their personal emails from those of clients that need to be actioned. 

It not only declutters inboxes but also ensures a cohesive and comprehensive audit trail of interactions. This sets a new standard for efficient business communication.

The Business Process 

This Business Process Map (BPM) depicts the process happening in the background of our CRM’s direct email integration.

The objective is to ensure that all communication between clients and leads is conducted via the CRM, while any sensitive information, spam or supplier communication is handled through Outlook unless you decide otherwise. 

This eliminates the need for duplicate work and organises the CRM and mailbox. Your email history will also be saved in Outlook, while all client communication and trail history will be stored in the appropriate client folder on the CRM.

BaseCloud CRM is designed to eliminate manual labour in your workflow, seamlessly integrating and automating key communication channels.

That said, we understand that even though automatic systems are great, your team is made up of humans, and we value the importance of working with humans.

That’s why our customer success team is here to ensure your success. They will guide your team wherever possible and suggest and implement additional automation features specific to your business.

Make Email Days Your Most Productive Days with BaseCloud CRM

Explore how BaseCloud can transform your business communications and processes for unparalleled efficiency and growth. Contact us today to find out how we can optimise your business processes.

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