Sync Your Email with Avoma (Gmail & Outlook)

Email conversations play a vital role in tracking deal progress and customer engagement, similar to meetings. Avoma utilizes emails to create activity timelines and extract insights for features like Ask Avoma, deal health scores, and alerts, AI methodology tracker. While Avoma can fetch the emails from CRMs , this requires users to first log emails manually or through a CRM supported extension/add-on. Reps often miss logging emails to CRM resulting in missed email activity in CRM which eventually leads to incomplete timelines and lost insights from emails in Avoma. 

By fetching emails directly from connected Gmail accounts for members, Avoma provides a better way to ensure that insights from email are never missed - neither in CRM nor in Avoma.

This article provides a step by step guidance for Avoma admins to enable fetching emails from Gmail and Outlook.

Steps :

1. Log into your Avoma account and navigate to the Settings page.
2. For Google Workspace users:
   1. Go to Settings > Integrations and find the "Google Workspace" card.
      
   2. Click "Configure" to access the "Workspace Connection" page, allowing you to connect Gmail inboxes and calendars for your organization. Skipping this means individual members must connect their Gmail inboxes separately. Refer to this article for more information.
      
      
3. For Outlook users: Look for the "Outlook Configuration" card.
   
   
   1. Click on "Manage sync preferences"
4. In the "Email Sync Preferences" tab, enable the flag to "Sync emails from connected Gmail/Outlook accounts to Avoma."
5. After enabling, you can add rules to determine which emails sync to Avoma and log to HubSpot/Salesforce.
   
   Note :
   Avoma only syncs external emails. Internal emails where the sender and recipients are from the same domain will not be synced.
6. If you wish to ignore all the emails from public domains like gmail.com, yahoo.com etc, enable the flag “Don't sync emails from email addresses that have public domains”
   
   
   
   
   
7. Setting up rules : You can specify conditions on “email domains“, “email subject“ and “email address“ to exclude emails from syncing
   
   1. External Email Domains: Set rules to skip emails from domains belonging to specific vendors, investors, or reseller domains.
   2. Email Subject: Create criteria to ignore marketing emails with words like "Discount," "Promotion," or "Save." You can also include terms like "Invitation," "Declined," and "Accepted" to filter calendar invites.
   3. Email Addresses: Establish rules to disregard emails from addresses starting with prefixes like "help@", "support@", or "no-reply@."
      
      
8. External emails synced into Avoma will be automatically linked to the relevant opportunities, companies, and contacts. You can view the synced emails in the activity timeline within the Deals drawer, Company drawer, and Contact drawer.
   
   
   
   
9. CRM Logging preferences :
   1. You might want to sync the emails that were fetched from your inbox into Avoma to your CRM. In that case,
      1. For Salesforce, turn on "Log synced emails to Salesforce as Tasks."
      2. For HubSpot, turn on “Log synced emails to HubSpot as email.”
   2. Once enabled, you’ll also see an option to create contacts in HubSpot/Salesforce from the email addresses found in synced emails. Toggle this flag as needed. If enabled, Avoma will create a contact in HubSpot/Salesforce from the email address and then log the email against that contact.
   3. For Salesforce, if there's no existing Salesforce Account with the same domain as the email address, a Salesforce Lead will be created instead of a Contact.
      
      
10. Once you’ve specified your preferences, click Save and Apply to apply these settings.
11. If you haven't linked your Google Workspace, an email reminder will be sent to all members with the "Sync emails from Gmail" setting enabled. You can check which members have this setting in the Members section.
    
    
    
    
12. This flag is automatically turned on for all members using the Revenue Intelligence plan. If you want to stop email syncing for any members on this plan, you can disable the flag for those members.
13. If there’s no workspace connection, Avoma will sync emails as members connect their inboxes, based on the above preferences. Avoma recommends establishing a workspace connection to avoid individual members needing to connect their inboxes.
14. Admins can check which members have connected their inboxes and send reminders if needed in the Members section.