Individuals: Add/Edit/Share/Delete Email Address(es)

Individuals: Add/Edit/Share/Delete Email Address(es)

1. To add an email address to an individual contact record, open the record in edit mode.
2. On the Personal Info tab, find the Email block on the right hand side of the screen.

   

3. If there is no email address already on file, there will be a blank field for the email address as pictured above. If there is already an email address on file, then click the + Add Email button to add another email address field (you can add as many email addresses as you want).

   

4. Type the email address in the box on the left of the empty row.

   

5. You must format the email address correctly (name, at (@) sign, domain, period (.), domain type (com, net, co, etc.). If you format the email address improperly, a red validation error message will appear. Correct the error and proceed. On occasion, the system may not recognize some new domains/domain suffixes if they don't follow the typical format. You may have to contact Fundly CRM support to have us add the domain to our validation list.

   

6. Click the Email Type drop down and select the type of email address this is (the contact's personal email, work email, etc.) (see our tutorial on configuring email types for more information on how to customize this list). If you do not select an Email Type, the system will assign the type "personal" to the email (this is necessary for certain sync operations and cannot be changed/customized). You can have more than one email address of each type (e.g. you can have multiple work email addresses on one record).
   

   

7. If you want this email address to the be primary email address used in communicating with the contact, check the box to the left of the email address. There can be only one primary email address per contact.
   

   

8. There is a hierarchy used by the system for determining which email address to use when sending email communications to contacts and which email address to display in the upper right hand corner of view contact and on view search results (and to pull into reports when using the email field on the Contact or Contact with Contact Types table):
   • If any email address is marked as Primary, that email will be used.
   • If no primary email, then the most recently edited email that belongs directly to the contact (not shared to their record from another contact) will be used.
   • If no primary email and no direct email, then the first shared email address (email address shared to the contact's record from another contact) will be used.
9. Click the blue Save button in the lower right to save your changes.

   

10. If you wish to share this email address to another contact record, click the Share With button underneath the email address (this can be done at any time - while entering the email address or at a later date/separate from the entry of the email address). Please Note: email addresses can only be shared between contacts in the same household. You must first indicate the contacts are in a household before sharing an email address to another contact record (see our Individual Contacts: Add Household for more information).

    

11. A box will pop up with a list of all of the contacts that live in the same household as the contact. Click the check mark to the left of the contact(s) you want to share this email address with.

    

12. Click the black Done button. Be sure to click the blue Save button in the lower right hand corner of the screen to save changes.

    

13. You will see that the email is now shared to another contact record (on both edit and view contact, on both the sharer's and the sharee's records). See our Individual Contacts: Householding and Shared Communication for more information on shared communications.

    

    

    

14. You can share an email address with multiple household members/as many household members as you like. You can share each email address independently/with different people. In the screen shot below, the first email is shared with Alia and Betty; the second email address is just shared with Betty. (Please note: email addresses do not have to be shared with other household members. This is optional).

    

15. To stop sharing an email address with another contact, click the X to the right of the contact's name where it appears in the Share With area below the email address.

    

16. The X will change into a circular arrow/refresh button. Clicking this will allow you to undo the unshare/reshare the email address if you clicked the X by mistake.

    

17. To proceed with the deletion, click the blue Save button in the lower right of the contact record to save your changes. The name will be removed from the Share With area and the email address will no longer appear on the other contact's record.

    

    

18. To Edit an email address, simply make any changes you want to the email address and then click the blue Save button in the lower right to save your changes. Edits to shared email addresses can be made to the email address from any record that it is shared from or to. The email type and primary email status can only be edited from the sharer's record. See screen shot below for the edits that can be made on the sharee's record.
    

    

19. To Delete an email address, click the trashcan icon to the right of the email address, then click the blue Save button in the lower right hand corner of the screen.