How to use Affinity's Email Bot
With Affinity’s Email Bot, you can take two core Affinity actions from your inbox using two bots:
- Note Bot: Attach notes to people, organizations, and opportunities.
- List-Specific Bot: Add a person, organization, or opportunity to a list.
Please note that we have extensions and mobile apps to minimize the need for the Email Bot:
- For Gmail users on a laptop/desktop, you can use the Affinity Pathfinder Chrome Extension.
- For Outlook users on a laptop/desktop, you can use Affinity's Outlook Add-in.
- When you're on-the-go, you can use the Affinity mobile app.
Overview
- How to find the Email Bot
- How to use the Note Bot
- How to use the List-Specific Bot
- Important Callouts
How to find the Email Bot
- Click List Options on the top-right corner, then click Email bot.
- Click either the Note Bot Email Address or the List-Specific Bot Email Address. You can copy/paste either to the "To" or "CC" lines in your email draft - the "BCC" line will not work.
How to use the Note Bot
- Use the Note Bot Email Address. The format would look like the following:
notes+[subdomain]@affinity.co
- The subject line can include a relevant title for the note.
- The first line of the email should consist of one of the three:
- Organization URL of the organization you wish to attach a note to.
- Email Address of the person you wish to attach a note to.
- Opportunity Name of the opportunity you wish to attach a note to.
- Skip the second line and leave it blank (see below).
- The third line will contain the note you wish to attach to the contact.
- Be sure to include a line break between the object (line 1) and the note (line 2). It will take approximately 15-20 minutes for the new note to attach to the contact's profile page.
- Below is an example of how the attached note would look like.
How to use the List-Specific Bot
- Use the List-Specific Bot Email Address. The format would look like the following:
lists+[subdomain]+[list ID]@affinity.co
- The subject line can include a relevant title for the note.
- The first line of the email should consist of one of the three:
- Organization URL (i.e. affinity.co) of the Organization you wish to add to an organization list.
- Email Address of the person you wish to add to a people list.
- Opportunity Name of the opportunity you wish to add to an opportunity list.
- Skip the second line and leave it blank (see below).
- The third line will contain the note you wish to attach to the new list entry (not available for opportunities).
- Be sure to include a line break between the object (line 1) and the note (line 2). It will take approximately 15-20 minutes before the new note appears in Affinity.
Note: When adding contacts to lists using the List-Specific Bot, please be aware that if you add an organization URL to a People list (or an email address to an Organization list), the Email Bot will fail.
Important Callouts
- Please be aware that list ID will change depending on which list you are on.
- Notes can only be sent to a profile that already exists within Affinity. The Email Bot will not create a profile if one doesn't already exist.
- The Note Bot Email Address and the List-Specific Bot Email Address can only be on the "To" or "CC" lines. If they are on the "BCC" line, it will not work.
- Only Affinity users with access to the CRM may leverage the Email Bot.
- You must be syncing with Affinity to use the Email Bot (check your Email Accounts tab to see if syncing is disabled, then reenable syncing if needed).
- Adding entries to an Opportunity type list will require a unique name each time you wish to add a new entry.
- If there was a name and/or subdomain change for your Affinity instance:
- (i.e. [oldsubdomain].affinity.co --> [newsubdomain].affinity.co)
- Make sure to check the email addresses of the Note Bot and the List-Specific Bot that you're sending emails to, they will have been updated to the new subdomain.