Tips and tricks: the Email Dropbox for your CRM

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August 4, 2015
4
min read

Recently we’ve been traveling around Australia conducting workshops and visiting some of our clients. Most of the people we met up with love the CRM and are using it like bona fide super-agents - but we did notice a few of you aren’t making use of some of (in our opinion) the best functionality.To stop you from missing out we’re releasing a new series detailing the ‘hows’ and the ‘whys’ of some of the features that aren’t being cashed in on. This is the first instalment of our ‘Tips and Tricks’ chronicle.To kick things off, allow us to reintroduce the Email Dropbox.

The Email Dropbox

The Email Dropbox is designed to fix a problem we were having: copying and pasting emails from your inbox into Rex took entirely too long.Copying and pasting is such a cumbersome task that quite often it just doesn’t happen – kind of like flossing your teeth. You know you should be doing it, but who has the time?All the same, storing emails is an important task – the quality of your Rex account (or any CRM) depends on the data you store. Every client interaction is a valuable piece of the puzzle, so losing emails in a crowded inbox or deleting them by accident can cause all sorts of bother. You know what it’s like to have two missing pieces at the end of that jigsaw you were working on all month. Nothing can slip through the cracks.The easier we make it for you, the more you’ll have time to store and therefore the more complete your Rex account would be. So we put our heads together and came up with a pretty elegant solution: the best way to get your emails into Rex is to simply email them in. It takes virtually no time, and you can do it from everything – your mobile, Outlook, Gmail – everything. Email is universal.The Email Dropbox works via a secondary email address. You can BCC outgoing emails or and forward received emails from clients to this new ‘Email Dropbox address’. Rex then automatically files them against the appropriate contact record for future reference.

How it works

The feature is honestly so simple we’ve pretty much summed it up already.

  • Step 1: Find your dropbox email address by going to the ‘Profile’ menu in the ‘Hi, [Your Name]’ tab. Select ‘Email Dropbox’ on the left and you’ll see ‘Your Email Dropbox Address’.
  • Step 2: Forward message from clients and BCC your outgoing emails to it. When you send an email to this address, Rex will file the email against any contacts whose email appears as a recipient (outgoing emails) or an original sender (forwarded emails you’ve received from your clients).

That’s all there is to it. Less hassle than flossing.

The benefits

As every agent knows, real estate is an industry built from relationships. You need to remember everything about every client, which is impossible unless you have Rainman powers of information retention. I’m going to assume you don’t – it’s okay, neither do we – and that’s where the Email Dropbox comes in.If a prospective or existing client has sent you something you want to remember to bring up later on, you can quickly and easily forward it to your Email Dropbox. It’ll be saved against their contact record for later. You need a well-stocked conversational arsenal on your clients to use to your advantage.Rex is the best place to house this arsenal. Since it’s cloud based you can access the stored emails anywhere and everywhere. You could brush up on your recent correspondence with a buyer before showing them around an open home, for example.A secondary benefit of the Email Dropbox is having all your emails exactly where you need them in a consolidated, single point of truth. Losing emails from clients can get you in strife if any legal bother rears it’s ugly head – so for compliance purposes, the ability to quickly backup important emails is incredibly valuable.Since email is such a universal function, you can do so from anywhere and everywhere. If you check your email on your smartphone while out in the field and find something you need to backup or remember, you can store it against your contact record in as long as it takes you to hit ‘Forward’.We strongly recommend you make the most out of this functionality – having your emails stored in Rex makes your contact records, and thus rapport, that much better.

Help documentation

Getting started and troubleshootingTrusted EmailsAuto File settingsForwarded emails vs. BCC’d emailsAttachmentsHandling unified emails

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