Using Affinity's Email Bot
With Affinity’s Email Bot, you can take two core Affinity actions without needing to leave your inbox. The are two bots to distinguish the action that is taken by each bot:
- Note Bot: Using the Note Bot's Email Address will attach notes to people or organizations (not opportunities).
- List-Specific Bot: Using the List-Specific Bot's Email Address will add a person, organization, or opportunity to a list.
Please note that we have Affinity Chrome Extensions and an Outlook Add-In to minimize the need for the Email Bot:
- For Gmail users on a Chrome web browser, we highly suggest you leverage the Affinity Gmail Chrome Extension when using a laptop/desktop.
- For Microsoft Office365/Exchange users who are not syncing their Gmail accounts to Affinity, we highly suggest you leverage Affinity's Outlook Add-in.
- When you're on-the-go, you can use our Mobile App.
Index
How to find the Email Bot
- Click List Options on the top-right corner, then click Email bot.
- Click either the Note Bot's Email Address or the List-Specific Bot's Email Address. You can copy/paste either to the "To" line in your email draft.
- Note Bot's Email Address: notes+[subdomain]@affinity.co
The Note Bot email address is used to attach notes to a person's/organization's profile. You currently cannot attach notes to opportunities at the moment. - List-Specific Bot's Email Address: lists+[subdomain]+[list ID]@affinity.co
The List-Specific Bot email address is used to add an organization to an organization list, or a person to a people 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 use the Note Bot
- Use the Note Bot's email address.
- 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 - 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 (via Email Bot) would look like.
How to use the List-Specific Bot
- Use the list specific email address.
- 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. - 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 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
- 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 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.