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:

1. Note Bot: Attach notes to people, organizations, and opportunities.
2. List-Specific Bot: Add a person, organization, or opportunity to a list.

However, do note that we have an Affinity Chrome Extension 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 Pathfinder Chrome Extension when using a laptop/desktop.
• For Microsoft Office365/Exchange users who are using Outlook, we highly suggest you leverage Affinity's Outlook Add-in.
• When you're on-the-go, you can use our Mobile App.

Overview

• How to find the Email Bot
• How to use the Note Bot
• How to use the List-Specific Bot
• Final Callouts
  
  

How to find the Email Bot

1. Click List Options on the top-right corner, then click Email bot.
   
   
   
2. Click either the Note Bot Email Address or the List-Specific Bot Email Address. You can copy/paste either to the "To" line in your email draft.
   
   
   

How to use the Note Bot

1. Use the Note Bot Email Address.
   - The format would look like the following: notes+[subdomain]@affinity.co
2. The subject line can include a relevant title for the note.
3. 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.
4. Skip the second line and leave it blank (see below).
5. The third line will contain the note you wish to attach to the contact.
6. 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.
   
   
   
7. Below is an example of how the attached note (via Email Bot) would look like.
   
   
   

How to use the List-Specific Bot

1. Use the List-Specific Bot Email Address.
   - The format would look like the following: lists+[subdomain]+[list ID]@affinity.co
2. The subject line can include a relevant title for the note.
3. 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. 
   
4. Skip the second line and leave it blank (see below).
5. The third line will contain the note you wish to attach to the new list entry (not available for opportunities).
6. 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.

Final 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.
• 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.