What this feature does and when to use it?
Related Emails lets you view emails associated with a candidate, contact, job, deal, or company directly from the relevant record. You can browse recent and older emails, filter emails, and manually resync your email data.
Use Related Emails when you want to:
View the latest emails associated with a record
Browse or filter your email history
Retrieve older emails
Manage stored email data as an Account Owner
Please note: This feature is released for some of the beta accounts and will be rolled out to all users in the coming weeks.
Viewing related emails
The Related Emails tab displays the most recent emails associated with the record. To browse the complete email history, click View All.
The View All page uses infinite scroll, allowing you to continue browsing older emails as you scroll.
You can also use filters to quickly find specific emails based on:
From
To
CC
BCC
Status such as read or unread
Associations
Date Range
Refreshing emails on demand
Each record's Related Emails tab includes a manual Resync option. You can use this to retrieve the latest emails associated with the record whenever needed.
Please note
At the moment, Related Emails displays emails from the past one year only.
After resyncing a record, you must wait 1 hour before you can resync the same record again.
Managing deleted emails
Deleting or archiving an email in Gmail or Outlook does not remove it from Related Emails. Once an email has been synced to Recruit CRM, it remains available in Related Emails unless you explicitly delete it there or delete the associated parent record, such as a candidate or contact.
You can delete either an entire email thread or an individual message directly from Related Emails by clicking on the 3 dots and selecting the Delete option.
Delete a thread: Removes the entire email conversation from Related Emails.
Delete a message: Removes only the selected message. The rest of the conversation remains available.
When a message is deleted from a thread that contains other messages, the conversation displays a "message has been deleted from this conversation" notice in place of the deleted message.
When you delete an email from Related Emails, its content is permanently removed, and Recruit CRM does not retain the email itself. A small identifier, such as a unique email ID, is retained so the system can recognize which emails you previously deleted.
If you disconnect and later reconnect the same mailbox, you'll be asked whether you want to sync those previously deleted emails back into Related Emails. They will not reappear automatically unless you choose to sync them again.
Mailbox vs. Related Emails: The Mailbox reflects the current contents of your connected email account. Deleting or archiving an email in Gmail or Outlook affects your mailbox, but does not remove the email from Related Emails.
Emails from deactivated users
Emails from a user's mailbox remain available in Related Emails even after the user is deactivated. These emails are clearly labelled to indicate that they belong to a deactivated user.
This allows you to continue accessing the email history associated with the record while making it clear that the mailbox owner is no longer active.
Managing stored email data
Account Owners can manage stored email data for the entire account from Account Management in Admin Settings. This setting is available only to the Account Owner.
From here, the Account Owner can:
View all users whose mailboxes are currently connected.
View users whose mailboxes were previously connected but still have stored email data.
Check the last sync time for each user.
Search for a specific user.
Filter users by status:
All
Connected
Disconnected
Deactivated
Delete stored email data belonging to disconnected mailboxes or deactivated users.
Please note
Stored email data cannot be deleted while a mailbox is actively connected. The delete option becomes available only after the mailbox has been disconnected or the user has been deactivated.
FAQs
Does Related Emails work with all email providers?
Does Related Emails work with all email providers?
Yes. Related Emails supports all email providers connected to Recruit CRM.
Which entity records support Related Emails?
Which entity records support Related Emails?
Related Emails is available for candidates, contacts, jobs, deals and companies.
What happens to emails when a user is deactivated?
What happens to emails when a user is deactivated?
The user's stored emails remain visible in Related Emails and are labelled as belonging to a deactivated user. The Account Owner can delete the stored email data if it is no longer required.
How far back can I view emails?
How far back can I view emails?
At the moment, Related Emails displays emails from the past one year only.
How often can I resync a record?
How often can I resync a record?
You can manually resync a record whenever needed, but after a resync, you must wait 1 hour before resyncing that same record again.
Does deleting an email from Gmail or Outlook remove it from Related Emails?
Does deleting an email from Gmail or Outlook remove it from Related Emails?
No. Deleting or archiving an email in Gmail or Outlook does not remove it from Related Emails. You can delete emails directly from Related Emails when you want to remove them from the CRM.
Can I delete an email from Related Emails?
Can I delete an email from Related Emails?
Yes. You can delete an entire email thread or an individual message directly from Related Emails.
When is an email removed from Related Emails?
When is an email removed from Related Emails?
An email is removed when you explicitly delete it from Related Emails or when its associated parent record, such as a candidate or contact, is deleted.
Can a previously deleted email be synced again?
Can a previously deleted email be synced again?
Yes. If the same mailbox is connected again, Recruit CRM asks whether you want to sync previously deleted emails back into Related Emails.
Conclusion
Related Emails gives you a centralized and searchable view of the email history associated with your Recruit CRM records. You can browse recent or older conversations, use filters to find specific emails, and resync records to retrieve the latest available emails. Account Owners can also manage stored email data across the account, including data from disconnected and deactivated mailboxes.