Best Practices - Email Autosave & Activity Autorelate

All types of activities, including emails and appointments, that are created directly in Membrain are by default saved and related to the relevant company, contact and project.

But what about those emails and appointments that you send from your Outlook or Gmail client, which you have integrated with Membrain? How do you make sure that they come through to Membrain smoothly and in the right places?

That’s where Membrain's powerful email auto-saving and activity auto-relating functionality comes in.

Enabling and configuring appropriately, this feature in Membrain is a great way to ensure all communication between you and your contacts is saved and related into the relevant places and made visible to anyone in your organization that needs to see it.

Benefits

There are many benefits to auto-saving and auto-relating activities in Membrain, just some of which are outlined below. And, as you are in control of how and when activities are saved and related to the relevant Prospects, Sales Projects and Account Growth Projects, you can be confident that all your team's activities are recorded correctly and effortlessly in Membrain.

• Increased productivity due to time-saving. Now there is no need to sift and sort through emails sent and appointments scheduled externally and manually relate them to the relevant projects. With global settings combined with user specific settings, you can be confident that this will happen automatically, according to what suits best your organization.
• Increased collaboration. As team members can see all related email communications and appointments automatically saved and related to the right places in Membrain, they can be involved and contribute to the conversation around the activity.
• Streamlined reporting and goal tracking. With less manual tweaking of externally created activities, activity reporting and goal attainment are more reliable than ever before.

How does it work?

Membrain looks at the sender or recipient contact of the email, and checks it against open Prospects, Sales Projects or Account Growth Projects you have in Membrain. If the sender or recipient matches an external Stakeholder present in any of these open projects, Membrain will automatically save the email and relate it to these projects, company and contact.

Membrain is a flexible platform and offers a great amount of setup options, that can be tailored according to your specific requirements and needs.

But we understand - if you're new to Membrain, you might not know what exact settings to apply. To help you get started, we have created a guide with the 2 most frequent setups used based on the type of your role.

Setup 1 - Sales Team

The setup, outlined further below, is ideal for marketing, sales and account teams, as it allows for automatic saving of all business-related communications and automatic relating of them into the relevant companies, contacts and projects. 

Sync email inbox and enable auto-save feature

From your profile picture (bottom-left of Membrain), go to My Settings > Email > Email Settings and toggle on the following settings.

What will happen?

• Your Outlook/Gmail inbox is mirrored in the Membrain's email inbox. Emails are visible in Membrain's shared views ONLY if the integration matches the email with an external stakeholder on an open project in Membrain.
• If none of the sender or recipient contacts are present as External Stakeholders in an open project, then Membrain will not be able to automatically save it, as no match will be found.
• If desired, you may save the email manually from your Membrain email inbox into the relevant project, company and contact.
• The email tracking feature allows you to track email opens/clicks, for emails sent via Membrain.

Sync calendar appointments as public

From your profile picture (bottom-left of Membrain), go to My Settings > Integrations and add your calendar integration as follows.

What will happen?

• When leaving this checkbox unticked, all your meetings and their details/content from your Outlook/Google calendar will get synced and be visible in your Membrain Calendar and Membrain's shared views.

Setup 2 - Management/Leadership 

Sales Managers and other Leadership members communications are more likely to contain sensitive or confidential information that is not to be shared openly in Membrain. Examples are emails and meetings related to employee remuneration, lay-offs, financial or strategical company decisions.

The setup outlined further below, is ideal for managers and leadership members, as it allows for autosaving relevant a more restrictive setup, compared to the sales team's one, is required to prevent from any unintentional and potentially risky spreading.

Sync email inbox and disable email auto-save feature

From your profile picture (bottom-left of Membrain), go to My Settings > Email > Email Settings and toggle on the following settings.

What will happen?

• Your Outlook/Gmail inbox is mirrored in the Membrain email inbox, but NO emails are visible in Membrain's shared views.
• If desired, you may save the email manually from your inbox into the relevant project, company and contact.
• The email tracking feature allows you to track email opens/clicks, for emails sent via Membrain.
  
  

Sync all calendar appointments as “private”

From your profile picture (bottom-left of Membrain), go to My Settings > Integrations and add your calendar integration as follows:

What will happen?

• Meetings will be visible as such in Membrain's shared views, but their details (e.g., title, participants, content) will remain hidden for users that are not part of these.
• Should you want a meeting to show up in Membrain's shared views, make sure to create it directly in Membrain instead.

Get Started Today!

If you need guidance, our team is here to help. We offer training and services to support you through the process, ensuring you get the most out of Membrain. For more information, please reach out to your Customer Success Advocate or support@membrain.com.