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Introducing New Gmail Extension to Sync Client Emails to G.J.  Software

GJ Software Patrick Haley
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Quick launch summary

We are excited to introduce a new Gmail Extension that allows you to save email replies from contacts directly to G.J. Software from your inbox. This feature streamlines communication management and provides a 360-degree view of interactions with clients and partners.

Who’s impacted

This Gmail Extension will benefit all users in Franchise offices across regions. Please note that this feature is not available for Master Franchise and Franchisor users.

Why you’d use it

The new Gmail Extension offers a vital tool for maintaining a comprehensive customer view by seamlessly tracking the history of bi-directional communications with your clients. This extension allows you to log emails not only for client interactions but also for suppliers/subcontractors, finance companies, and county/local authorities, creating a centralized hub for communication.

By storing all communications in the dedicated Communications tab, you ensure that every interaction with clients and relevant parties is preserved. This becomes invaluable, especially during transitions or staff changes, as it enables you to access a detailed record of past discussions, ensuring continuity and informed decision-making.

Additional details

The new Gmail extension plugin is designed to streamline your email management:

  • Saving Emails: The plugin allows you to effortlessly save any email from your mailbox directly to the Communications table of selected contacts. You can also retroactively save emails received in the past.
  • User Accessibility: Please note that the plugin is exclusively available for Office users. While it will be automatically installed, users must have the system permissions to View a contact.
  • Contact Types: You can log emails only for active contacts with specific contact types, including Customer, Creditor/Supplier, Finance Company, and City/County.
  • Contact Discovery: When you open an email the extension will identify if a contact exists in G.J. Software. Just click the Log Email button and the email will be saved to the relevant contact record.
  • Manual Contact Management: Users have the flexibility to manually log emails for other contacts to the list and remove any contact as needed. For example, you receive confirmation from a color consultant that they will meet with the client on a specific date. The color consultant exists in the system, but you may also want to store this communication with the customer contact record. 
  • Limitations: It’s important to note that you cannot log an email for more than 10 contacts simultaneously, and each email can be logged for a contact only once to prevent duplicates.
  • Communications Tab: Emails logged via the plugin provide essential details stored in the Communications tab of the contact.
    • Sender shows the email address from which the saved email was received for incoming emails or the name and surname of the contact for outgoing emails.
    • Location shows see the label “Gmail Extension.”
    • Email shows the recipient’s email address, not the sender’s.

Note: Email attachments are unable to be saved to the communications tab at this time.

  • Troubleshooting: In case of authorization errors, users can resolve them by logging out of their Gmail account and logging in again. If the plugin displays the message “Something went wrong,” simply press the Reset button and attempt to log the email once more.

Getting started

Getting started with the Gmail extension is straightforward:

  • Automatic  Installation: The extension will be automatically installed for all Google Chrome users via a domain installation. It will be added to their Chrome browser and will be available in Gmail on the release date.
  • Sign-In and Authorization: Users should ensure they are signed into a Google Chrome profile associated with their G.J. Gardner Homes account. This will facilitate the seamless use of the extension. When you open the plugin you will be prompted to provide the extension access to your email data in Gmail. 
  • Manual Installation (if needed): In cases where users are not signed in with their G.J. Gardner Homes Google account or you are using an alternate Chromium-based browser such as Microsoft Edge or Brave, you will need to manually install the extension. Check back here on the release date for a link to download the extension from the Chrome store.

Availability

The new Gmail extension will be available to users as follows:

  • United States: Users can expect the extension to be generally available starting on 17th October.
  • Australia and New Zealand: Users can look forward to the extension’s availability on 25th October.

Resources

While specific knowledge base articles are currently in development, we will be providing a dedicated resource titled “Recording emails from the Gmail extension” to guide users on using this feature effectively.