Wealthbox provides multiple ways to associate emails with client records, ensuring all vital correspondence is logged and accessible. This article outlines the available options, including email sync automation, using the BCC Dropbox feature, and manual linking for various scenarios.

1. Automatically Sync Emails with Email Sync

Wealthbox offers automatic email syncing for connected email accounts. This feature links emails to client records as long as their email address matches an address in your Wealthbox contact list.

Steps for Setting Up Email Sync:

1. Navigate to Settings > Email Settings in Wealthbox.
2. Select “Connect Email Account” and authorize access.
3. Once synced, incoming and outgoing emails involving Wealthbox contacts are automatically logged under the Email tab in the contact's record. Folders like Inbox, Sent, Trash, and Archive are included, but subfolders are not. To sync emails from subfolders, move them to one of the supported folders before syncing.

2. Using the BCC Dropbox Feature

The Wealthbox BCC Dropbox feature offers a simple way to upload emails into Wealthbox to link to client records, regardless of email sync status.

Using the BCC Dropbox:

1. Locate your unique BCC Dropbox address under Settings > Applications> BCC Email Dropbox.
2. Forward or BCC the email to this address.
3. Wealthbox attempts to match the forwarded email with a contact based on the recipient's email address. A new contact is created using the email address if no match is found.

4. To manually assign the email to a contact: 

   - Go to Home > Activity Stream and open the email entry. 

   - Click Options in the upper-right corner and select Edit. 

   - Use the search field to find and assign the appropriate contact record. 

   - Click Save to complete the process.

3. Manually Linking Emails to Client Records

Wealthbox allows manual linking of emails to client records, even when:

• The recipient is not included in the email.
• Emails come from third parties (like attorneys or family members).

Steps to Manually Link Emails:

1. Forward or BCC the email to your Wealthbox Dropbox address.
2. Open the email in the Activity Stream.
3. Click Options > Edit.
4. Assign the email to the correct contact by searching for their name and clicking Save. 
   *Note: If the email mentions the client's address in its body or subject, Wealthbox will consider it for matching.

4. Handling Special Scenarios

Certain unique email situations require specific handling to ensure they are associated with the rightful contact in Wealthbox.

Emails About Clients from Third Parties:

When emails are about a client (e.g., sent by an attorney), please forward them to your BCC Dropbox and manually assign them to the correct client as outlined above.

Emails Sent By Family Members:

Follow the same manual steps for assigning these emails to the client profile. For example, forward these emails to Dropbox before editing them in the Activity section.

Gmail Subfolder Handling:

Since Wealthbox does not sync Gmail subfolders, move emails into the main Inbox, Sent, or Archive folder before syncing with Wealthbox.

5. Composing and Linking Emails Directly in Wealthbox

When composing an email through Wealthbox, the system attempts to link it to a contact with a matching email address automatically. If linking fails:

1. Use the BCC Dropbox option by copying the BCC email into the appropriate field while composing.
2. After you send it, please follow the steps for manual assignment discussed above.

FAQs

What happens to emails uploaded using the Dropbox feature?

Emails forwarded or BCC’d to Dropbox will remain permanently stored in Wealthbox, even if they are deleted from your original email provider or if email sync is disconnected.

What if Wealthbox creates a duplicate contact?

If a forwarded email matches an existing contact but you lack access rights, Wealthbox creates a new contact to ensure no data is lost. You can manually merge records if needed.

Are there restrictions on using Wealthbox Sync?

Wealthbox does not sync emails stored in Gmail subfolders. Moving such emails to the Inbox or other supported folders is necessary for syncing.

Wealthbox’s email features cater to a wide range of use cases, ensuring all relevant communications can be managed effectively under the system. For further queries, refer to our Wealthbox Support Center.