Email-to-Record Matching
Every Email on Its Lead. No Guessing.Automatic email logging that matches each message to its lead by exact address.
Every email files itself on the lead it belongs to, from Gmail, Microsoft or any IMAP mailbox. The rule is simple: the lead’s two email addresses, matched exactly against everyone on the message. Add an address to a lead and matching mail already in Adoptiv is filed there too.
- Exact address match
- CC and BCC included
- Past mail brought over
How it works
- An email arrivesOr goes out from your inbox
- Every address gatheredSender, recipients, CC and BCC
- Matched exactlyAgainst each lead’s two email addresses
- Filed on the leadBeside their calls, texts and deals
Every Conversation, on the Right Record.
Mail from your connected mailbox files itself, so nobody has to remember to log it.
Matches are exact. Company domains and display names are never used, so there is nothing to dispute.
A thread you were only copied on files as readily as one sent to you.
Add an email address to a lead, and matching mail already in Adoptiv is filed on them.
Email Filed in Three Steps.
Connect Your Mailbox
Gmail, Microsoft or any IMAP mailbox. Matching runs on all three, and on email sent from Adoptiv.
Keep Addresses on Leads
Each lead has a primary and a secondary email address. Those two are what gets matched.
Let Mail File Itself
New messages land on the right lead, and adding an address brings over matching mail already stored.
Automatic Email Logging on a Rule Short Enough to Print.
Automatic email logging files every email on the right record in your CRM, without anyone forwarding or BCC’ing it. Adoptiv does it on one plain rule: a lead’s primary and secondary email addresses, matched exactly against every address on the message.
That is Adoptiv’s email to contact matching: the sender, every recipient, and every CC and BCC on a synced message are gathered and checked in one go, so you log CC emails to the CRM as readily as mail sent to you. On email you send from Adoptiv, the recipients are checked, because the sender is you. A name wrapped around an address doesn’t throw it off.
Company domains, display names and look-alike addresses are never used. There is no confidence score and no threshold to tune: a match is exact, or it doesn’t happen. Deals aren’t guessed either; an email belongs to a deal only when it was written from one.
It reaches backward too. Add an address to a lead and Adoptiv sweeps mail already stored, filing messages where that address is the sender or a recipient, so you sync past emails to a new contact without doing a thing. It runs behind Gmail, Outlook and Microsoft 365 and IMAP mailboxes.
Every Email Filed, by an Exact Rule.
Every synced or sent email is checked against your leads.
No logging address to remember, and nothing to forward.
A lead’s primary and secondary address, matched exactly.
Being copied on a thread files it, just like being sent it.
Add an address and matching stored mail is filed on the lead.
Display names and company domains are never consulted.
For Teams That Need the Whole Conversation.
BCC Logging vs Automatic Matching.
| What | BCC or forwarding to the CRM | With Adoptiv |
|---|---|---|
| Getting an email logged | BCC or forwarding to the CRM: Remember to BCC or forward it | With Adoptiv: Filed by itself from your mailbox |
| Threads you were copied on | BCC or forwarding to the CRM: Only if someone forwards them | With Adoptiv: Filed like any other |
| Older emails | BCC or forwarding to the CRM: Only what was logged at the time | With Adoptiv: Brought over when you add an address |
| How a match is made | BCC or forwarding to the CRM: Whichever record someone picks | With Adoptiv: An exact match on the lead’s addresses |
| Two leads sharing an address | BCC or forwarding to the CRM: Logged wherever someone chose | With Adoptiv: Filed on one of them, so keep addresses unique |
Email-to-Record Matching Questions, Answered.
How does Adoptiv know which lead an email belongs to?
It compares every address on the message with each lead’s primary and secondary email address. If one matches exactly, the email is filed on that lead.
Does it match on company domain?
No. Only exact addresses are matched. Domains and display names are never used, so a colleague at the same company isn’t mistaken for your lead.
Are emails I was CC’d on logged?
Yes. On synced mail the sender, recipients, CCs and BCCs are all checked.
Is email linked to deals automatically?
No. An email is linked to a deal only when someone writes it from that deal. Leads are matched automatically.
How does a CRM match emails to contacts?
Usually by email address. Adoptiv matches only exact addresses, a lead’s primary and secondary, against every address on the message, with no guessing from domains or names.
What if two leads have the same email address?
The email is filed on one of them, and which one isn’t defined. Keep each address on a single lead to avoid this.
Will old emails show up when I add an address to a lead?
Yes. Adoptiv sweeps mail already stored and files messages where the address is the sender or a recipient. Threads where it was only copied aren’t swept.
Which mailboxes does matching work with?
Gmail, Microsoft and IMAP mailboxes, plus every email sent from Adoptiv without a lead chosen.
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