Email Tracking

How email tracking works

When you connect your email account, Aggrandize automatically matches incoming and outgoing emails to your CRM contacts and companies. This gives you a complete communication history for every relationship — without any manual data entry.

Automatic contact matching

Aggrandize looks at the email addresses on every message (From, To, and CC fields) and matches them to contacts in your CRM. When a match is found, the email appears in that contact's activity timeline.

If an email comes from someone not yet in your CRM, Aggrandize creates a new contact automatically from the email metadata (name and email address).

Viewing emails on a contact

1. Open any contact in the CRM
2. Click the Email tab
3. You'll see all email conversations with that contact, sorted by date

Each conversation shows the subject, latest message preview, and message count.

Linking emails to deals

Keep all project communication in one place by linking email threads to deals:

1. Open an email in the reader
2. Click Link to Deal
3. Select the deal from the dropdown (or create a new one)
4. The email thread is now associated with that deal

Teammates who have access to the deal can see linked emails, even if they weren't on the original thread. A link icon appears on linked threads in the thread list.

To unlink, click the X next to the deal name in the email reader.

Bulk linking

From a contact's email tab, you can link multiple conversations at once:

1. Check the box next to each email thread you want to link
2. Click Link to Deal at the bottom
3. Select the target deal
4. All selected threads are linked

Email privacy

Your emails are private by default. Teammates can only see your emails when you explicitly link them to a shared deal or company. See Email Visibility for more details.

Outlook category sync

If you use Outlook, Aggrandize can sync CRM contact categories (Lead, Client, Prospect, etc.) back to your Outlook account:

1. Go to Email Settings (gear icon)
2. Under Outlook Integration, toggle Sync categories on
3. Click Create Categories to set them up in Outlook

When you classify a contact in Aggrandize, the category is applied to their emails in Outlook automatically.