WebLink CopyMe is an add-on feature that allows you to automatically record your emails into the "Contacts" section of WebLink Connect from ANY email source - Outlook, Gmail, etc.
First, make sure that each user of CopyMe at your organization has their email address saved in their user profile in WebLink Connect. You can update this information in WebLink Connect under Admin > Manage Users (see below). Check with your system admin if you need assistance.
Next, you’ll need the CopyMe email address: firstname.lastname@example.org.
Simply blind-copy your CopyMe email address on any sent email. When sending an email to individuals from member or prospect organizations, simply add the email address above to the “Bcc” field in your email client of choice:
For each email address in to “To” field, WebLink CopyMe checks your WebLink Connect database to find if that email address is associated with an individual profile. If it is, CopyMe will then locate the related organization for that individual, after which it will create a new contact record, with your sent email content, in the profile for the organization.
What if CopyMe cannot find the individual email address in the database?
If CopyMe cannot find the individual’s email address in the system, it will reply to the sender (the “From” field) with an email as follows:
Subject: Unable to Record Contact for [email@example.com]
Unable to find profile with the email address [firstname.lastname@example.org]. A Profile record MUST exist with this email address in order for the contact to be found and recorded in WebLinkConnect. The Following contact was NOT recorded:
It includes the email content for you in the body of the message, so that you can copy it into a content record manually after you resolve the issue with the profile. If the system is unable to find the email address in your database, there are a few typical reasons:
- The individual’s name has changed, thus their email username changed;
- The organization is now using a different domain for their email;
- The individual is new and not in the database.
In these cases, simply add or edit the individual profile and ensure the right organizational relationship, and the next sent emails will be properly recorded.
What if I send the email to multiple people at the same organization?
A contact record would be made for each individual under the organization profile.
What if an individual is related to multiple organizations?
At present, CopyMe will stop once it finds one organization to which the individual is related. Our next version of CopyMe, in development, will allow for multiple relationships and will place a contact record in each related organization.
Create a Rule in Outlook to Apply CopyMe Address to Emails:
You can set a rule in Outlook to apply the CopyMe address as a BCC on emails so that you won't have to remember to add it each time. You can also set the rule to exclude certain domains, for example, your organization's email domain. Here is an article from Microsoft on creating rules in Outlook:
Creating Outlook Rules
This feature is included with the following WebLink Connect packages.