Sync Emails to Vsimple's Activity Stream
Methods at a glance
There are six ways to get an email into a record. Copying the record email address onto your message is the fastest and
works from any email app, including your phone.
Method Best for Works from Setup needed Send or CC the record email Logging an email as you send it Any email app,
desktop or phone None Forward to the record email Logging an email you already sent or received Any email app, desktop
or phone None Drag and drop into Add file Quick logging from classic desktop Outlook Classic desktop Outlook only None
Save as .eml or .msg, then upload Email apps where drag and drop doesn't work Any app that can save a message as a file
None Outlook integration thread sync Keeping a whole thread logged automatically, replies included Outlook
(Microsoft 365) IT admin approval once, then each user connects Email inbox (vAI Email Inbox or AI Parser) Emails that
should create or update records automatically, like quote requests Any sender Set up by Vsimple support
Step-by-step instructions
1. Send or CC the record email
Every record has its own email address. Anything sent to it posts to that record's activity stream.
1. Open the record and click the three dots (…) at the top.
2. Click Copy Record Email.
3. Paste the address into the To, Cc, or Bcc line of your email.
4. Send the email.
5. Refresh the record in Vsimple. The email now shows in the activity stream.
Use Cc when you want the customer's replies logged too. When they click Reply All, the record address stays on the
thread. Recipients can't see a Bcc address, so their replies won't come back to the record.
2. Forward an email to the record
Use this for an email that's already in your inbox or sent folder.
1. In Vsimple, open the record, click the three dots (…), and click Copy Record Email.
2. In your email app, open the email and click Forward.
3. Paste the record email into the To line and send.
4. Refresh the record. The forwarded email shows in the activity stream.
3. Drag and drop into Add file
This works only from classic desktop Outlook. It doesn't work from browser email or the new Outlook for Windows, which
doesn't let you drag emails out of it. Use method 2 or 4 instead.
1. In the record's activity stream, click Add file.
2. Drag the email from your Outlook inbox into the drop box.
3. Name the file and choose a File Type, so others can filter for it later.
4. Click Post.
4. Save the email as a file, then upload it
1. In your email app, open the email, click the three dots, and click Save As.
2. Choose .eml or .msg.
3. In the record's activity stream, click Add file and drag in the saved file (or browse to it).
4. Name the file, choose a File Type, and click Post.
5. Sync whole threads with the Outlook integration
With the Outlook integration connected, Vsimple keeps an Outlook thread synced to the record once any message from it is
on the record. New replies log on their own, without anyone forwarding them. One thread can sync to more than one
record.
One-time approval by your IT admin (Microsoft Azure / Entra ID):
1. Your IT admin logs into Vsimple and opens any record that has an email in its activity stream.
2. They click Connect Outlook.
3. On Microsoft's consent screen, they review the permissions, select Consent on behalf of your organization, and
approve.
After that, each user connects their own mailbox:
1. Open any record that has an email in its activity stream.
2. Click Connect Outlook and sign in with your Microsoft account.
Admins can check each user's Connection Status in User Management. Pending Connection means the user hasn't connected
yet. Needs Attention means Microsoft reset the connection, often after a password or MFA change, and the user needs to
click Connect Outlook again. Connected means it's working.
The integration also lets automations send notification emails from a user's own address instead of the record email.
6. Send emails to a dedicated email inbox
Vsimple can set up an inbox address for a workflow. Emails sent or forwarded to it create a new record, or update a
matching one, and the email logs to that record's activity stream. vAI can then read the email and its attachments to
fill in fields. Common uses are quote requests, purchase orders, and service requests.
To set one up, contact Vsimple support in the app or at support@vsimple.com.
Tips and troubleshooting
Most missing emails come down to a page that needs refreshing or an email app that blocks drag and drop. Find your issue
below.
Problem What to do An email sent to the record email isn't showing Refresh the record page. Then check the full record
address was pasted into To, Cc, or Bcc. Customer replies aren't logging Put the record email on Cc , not Bcc, and ask
the customer to use Reply All. Or connect the Outlook integration so the whole thread syncs. Drag and drop does nothing
Browser email and the new Outlook for Windows block it. Forward the email to the record email, or save it as .eml or
.msg and upload it. A logged email opens blank Update Outlook. Then go to your computer's Settings > Apps > Default Apps
, search .eml , and pick the newest Outlook. Can't open .msg files on a Mac Install an MSG viewer app from the Mac App
Store. Can't open logged emails on a phone or tablet Install the Letter Opener app for iOS or Android. Signature logos
show up as extra attachments Add = = = = = (five equals signs with spaces) to your signature, above the logos. Make it
white so it's invisible. Vsimple ignores everything below it. Outlook error: "Not Connected Users in Recipients" None of
the To, Cc, or Bcc addresses belong to a connected Vsimple user. Open the email from the Files panel: three dots >
Download Original Message . Outlook Connection Status shows Needs Attention Microsoft reset the connection, usually
after a password or MFA change. Open a record with an email on it and click Connect Outlook again. Collaborators get
notified on every email you upload Check Don't notify collaborators before you click Post . @mentioned users are still
notified.
When you upload an email, always pick a File Type. It lets your team filter the record's Files panel for emails later.
FAQ
Which method should I use? Day to day, CC the record email when you send. For long back-and-forth threads in Outlook,
connect the Outlook integration so replies log on their own. For emails that should start new work, ask Vsimple support
about an email inbox.
Do I need Outlook? No. Sending to, CCing, or forwarding to the record email works from any email app, including Gmail.
So does saving an email as a file and uploading it. Only drag and drop and the thread sync need Outlook.
Can I log an email from my phone? Yes. Open the record, click the three dots, and click Copy Record Email. Then CC or
forward from your phone's email app.
Can a customer's email land on the record directly? Yes. Anything sent to the record email logs to the stream. If you CC
the record email, the customer's Reply All logs too.
Does the Outlook integration read my whole mailbox? No. Vsimple only accesses mailboxes of users who connect Outlook,
and only links emails to records to track conversations. It doesn't delete or change your emails. Your IT admin can
remove access at any time in Azure under Enterprise Applications > Vsimple Outlook Integration > Remove.
