Using Affinity's Email Bot

With Affinity’s Email Bot, you can take some of the core actions that you would take in Affinity - without needing to leave your inbox. These are the core actions available today:

• Attach notes to people, organizations, or opportunities
• Add a person, organization, or opportunity to a list

Important Notes

• Only Affinity users may leverage the Email Bot.
• You must be syncing with Affinity to use the Email Bot (check by going to Settings > Accounts to see if there is a "disabled sync" description or not).
• If you are currently disabling email body syncing, then the Email Bot will not work (check with support@affinity.co to confirm).
• The Email Bot is recommended for Microsoft Exchange users who do not use Gmail and the Chrome web browser.
• If you use Gmail and the Chrome web browser, it is highly recommended that you use the Affinity Gmail Chrome Extension when using a laptop/desktop. Gmail users will still be able to use the Email Bot when on mobile, given the limited access to a laptop/desktop and the Gmail Chrome extension.

 Index

• How to find the Email Bot
• How to add notes to People/Organizations
• How to add notes to Opportunities
• How to add contacts as new entries to lists

How to find the Email Bot 

1.  Click List options.
   
   
   
2. Click Email bot.
   
   
   
3. Click either of the two email addresses to copy and paste in your email draft.
   
   
   

• By clicking Test, you will receive an email providing an example on how to format the Email Bot. A walkthrough is provided below:
  • notes+[subdomain]@affinity.co - This notes email address is used to attach notes to a person's/organization's profile. This address is custom to each organization.
  • lists+[subdomain]+[list ID]@affinity.co - This list-specific email address is used to add an organization as an entry to an Organization-type list, or a person as an entry to a Person-type list (example structure below).
  • An organization will require an Organization URL, while a person will require an email address. Please be aware that list ID will change depending on which list you are on. 

How to add notes to People/Organizations

1. Use the Notes email address.
2. The first line of the email should consist of one of the three:
   - Domain (i.e. affinity.co) of the Organization you wish to attach a note to.
   - Email Address of the person you wish to attach a note to.
   - Opportunity Name: for adding notes to Opportunities please see below.
3. Skip the second line and leave it blank (see below).
4. The third line will contain the note you wish to attach to the new list entry.
5. Be sure to include a line break between the object (line 1) and the note (line 2). It will take an estimated 15-20 minutes before the new note appears in Affinity.
   
   
   
6. Below is an example of how the attached note (via Email Bot) would look like.
   

How to add notes to Opportunities

Adding notes to an Opportunity is possible using the Opportunity's list-specific email address.

How to add contacts as new entries to lists 

1. Use the list specific email address.
2. The first line of the email should consist of one of the three:
   - Domain (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. 
   
3. Skip the second line and leave it blank (see below).
4. The third line will contain the note you wish to attach to the new list entry.
5. Be sure to include a line break between the object (line 1) and the note (line 2). It will take an estimated 15-20 minutes before the new note appears in Affinity.
   
   
   

NOTE: When adding objects to lists, please be aware that if you add a domain to a People list (or an email address to an Organization list) the Email Bot will fail. Please use the correct formatting for best results. 

Final Callouts

• Adding entries to an Opportunity type list will require a unique name each time you wish to add a new entry. 
• If there was an Organization-wide name change for your Affinity instance (eg; acme.affinity.co -> theacme.affinity.co), then the note bot will be updated to reflect the new subdomain, while the list specific bot will not.