How To Use Affinity's Email Bot

Documentation Index

Fetch the complete documentation index at: https://support.affinity.co/llms.txt

Use this file to discover all available pages before exploring further.

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

• 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.

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How to find the Email Bot

1. Click List Options on the top-right corner, then click Email bot. Note: Users who have disabled emails from syncing into Affinity will not be able to use the Email Bot.

2. You will see two email addresses: the Note Bot Email Address and the List-Specific Bot Email Address. You can copy/paste either to the “To” or “CC” lines in your email draft based on whether you’d like to add a note to an entity or add an entity to the given list. Note: Adding either of the email addresses to the “BCC” line will not work.

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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 would look like.

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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:
   1. Organization URL of the organization you wish to add to an organization list.
   2. Email Address of the person you wish to add to a people list.
   3. 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.

7. If it’s easier to identify which List-Specific Bot belongs to which list, you can click the Edit icon to rename the List ID to the relevant List Name.

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Important Callouts

• Please be aware that the list ID is different for each list, so be mindful of which List-Specific Bot you select when drafting up an email.
  • If it’s easier to identify which List-Specific Bot belongs to which list, you can click the Edit icon to rename the List ID to the relevant List Name.

• 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.
• Adding new contacts to a list via the Email Bot will not work — you can only add existing contacts in your All People directory to a list via the Email Bot.
• 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.