How do I log emails with my contacts?

Your studio has its own email address for logging. Send it an email you had with someone in Network, and the email shows on their Activity tab. Their Last contacted date moves up too, so you can see who you haven't written to in a while.

Find your addressCopy Anchor Link

1. Go to Settings → Integrations.
2. Under Email, open Email forwarding and click Copy beside the address.

Everyone in your studio uses the same address. Save it as a contact in your email app so it's quick to find.

Forward an emailCopy Anchor Link

Forward any email or thread to your address, from the email you sign in to Plya with or another address you've added (see below). Plya reads who the original email was with and logs it on each of them who's in Network: whoever sent it, if they wrote to you, or whoever you sent it to.

Forwards from Gmail, Apple Mail and Outlook all work. Forward the email as it is: there's no need to add a note.

You can also BCC your address on an email you send, and it logs on everyone it went to.

Addresses you send fromCopy Anchor Link

Email logs only when it comes from someone in your studio. Your sign-in email always counts. If you also send from another address, say your studio's own domain or an alias, add it so that email logs too:

1. In Email forwarding, under Addresses you send from, type the address and click Add.
2. Plya emails that address a code. Enter it beside the address and click Confirm.

The code proves the address is yours, and it works for an hour. Send again sends a new one. Until you confirm it, email from that address is ignored. To stop logging from an address, click the trash icon beside it.

Each person in your studio keeps their own list. A plus tag doesn't matter: you+news@yourstudio.com counts as you@yourstudio.com, so there's no need to add tagged versions of an address you already have.

What's keptCopy Anchor Link

Plya keeps the subject, the first lines (about 500 characters), the date and whether you sent or received it. The rest of the email, its attachments and anyone else's address on it aren't kept. Everyone in your studio can see what's logged.

Email logs only when it comes from one of the addresses of someone in your studio. Email anyone else sends to your address is ignored. An email you log twice, say BCC'd and then forwarded, shows once.

When an email doesn't logCopy Anchor Link

Once your address has received an email, the Email forwarding card says when the latest one arrived and what happened to it, for example "Last email received 2 hours ago: logged." Everyone in your studio sees the same line. It never shows who sent the email or its subject.

When an email didn't log, the line says why:

• It came from an address that isn't on anyone's list. Email logs only from the addresses of people in your studio. Click Addresses you send from in the line, add the address you sent it from and confirm the code, then forward the email again.
• The server it was sent from couldn't prove it came from that address. Your email provider marked it as failing its check (called DMARC), so Plya ignored it in case someone else sent it in your name. This usually means your domain's email settings don't list the service you sent it with. Ask whoever set up your domain's email, or send from your sign-in address instead.
• It had no one on it outside your studio. A BCC logs on the people it was sent to, and an email only to your studio has no one to log it on.

"Waiting to be matched to a contact" means it arrived and is under Not matched to a contact, below.

Emails that didn't match a contactCopy Anchor Link

When an email is with someone who isn't in Network yet, it waits under Not matched to a contact in Email forwarding.

• Add contact opens a new contact filled in from the email. Once you add them, the email (and any others with that address) moves onto their Activity. If someone in Network already has that email, the dialog offers them: click Open and the email moves onto them.
• Dismiss lets it go.

An email shows there without a name when Plya couldn't read who a forward was from. Dismiss it, or forward the original again.

The Activity tabCopy Anchor Link

Open a contact or an organization and choose Activity. Emails are listed newest first, with the subject, the first lines, the date and which way it went. An organization's Activity lists every email with its people, and names who each was with.

To take an email off, hover it and click the trash icon. Their last contacted date moves back to the email before it. Nothing changes in your inbox.

Last contacted shows in a contact's Details, as a column in Network's table, and as a sort: Sort → Last contacted. People you've never emailed sort last.

Ash can read Activity too: "When did I last email Ana?", "What have I sent Corbel this month?"

RelatedCopy Anchor Link