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Capsule Gmail Add-on

Use the Capsule Gmail add-on to easily store email conversations from your contacts in Capsule and see contact information without leaving your inbox.

Note

Google announced earlier this year that they would be retiring their G Suite Gadgets in favour of their new Gmail add-ons. The official retirement date is August 1st 2018. For G Suite users who are familiar with the Capsule Gadget, our new Capsule Gmail add-on will replace that. Non G Suite users will also be able to install the Capsule Gmail add-on.

Installing the add-on

There are a couple of different ways to install the add-on, depending on whether you’d like to install it for a G Suite domain or an individual Gmail account:

Getting started

  1. Once you’ve installed the add-on, the Capsule icon will appear in the sidebar on the right
  2. Click the icon to open the add-on, and open an email conversation
  3. The add-on will guide you through an installation process to collect the permissions it needs to allow you to store emails and access your Capsule account. You’ll only need to one time, the next time you access the add-on it will remember your permissions and Capsule account.
  4. After granting permissions, click the Connect your account button to connect the add-on with your Capsule account.
  5. You’ll be prompted to enter your Capsule subdomain (it may already be filled in). Click Continue after making sure it’s filled in.
  6. Next click Allow to allow the Gmail add-on to access your Capsule account.

Note

Capsule needs access to your Gmail account to retrieve emails. If you haven’t previously enabled the Capsule G Suite integration or you are not a G Suite user, you may be asked to ‘Connect Capsule to Gmail’ to grant this permission as a final step.

View contacts in a conversation

The Gmail add-on appears in the sidebar to the right of your inbox whenever you open an email thread. We refer to email threads as conversations. A conversation can be between you and an existing contact you already have saved in your Capsule account, or a new contact you haven’t added yet.

You’ll see two kinds of contacts; new and existing:

New contact

Clicking on a new contact in the list will take you to an add contact page.

Existing contact

Clicking existing contacts will show you the contact details you have stored about the contact.

Add new contacts

Clicking on a new contact will present you with several options:

  • Add as Person
  • Add as Organization
  • Find in Capsule

Add as Person

This option will take you to the Add as Person form. Here you can add contact details, websites and social networks to the new contact record. Hit Save and the add-on will store the new contact in Capsule. You can alternatively hit Save & Store Conversation and the add-on will store the contact in Capsule, and then store the conversation on that contact in one step.

Note

If the contact you’re adding has an email address that uses a domain that matches an existing contact, the add-on will pre-fill the Organization input. If there are multiple matches the add-on will show a suggestion list.

Add as Organization

This option will take you to the Add as Organization form. Here you’ll be able to enter details specific to the organization. Hit Save and the add-on will store the new contact in Capsule. You can alternatively hit Save & Store Conversation and the add-on will store the contact in Capsule, and then store the conversation on that contact in one step.

Find in Capsule

This option will take you to the Find in Capsule page. This page is useful for when a contact you know has emailed you from a new email address that is different from the email address have on their profile in Capsule.

Using the Search by name field you can find the contact you know by name and make a match. Matching a contact will store the new email address on this contact and show their existing contact profile.

Store emails using the add-on

When viewing the list of contacts you have the ability to store a conversation, and that way any replies you send or messages back from your contact will be stored in Capsule automatically.

Note

If you are storing a conversation that has been previously stored using the add-on, and then disabled, the existing emails stored in Capsule will be moved to the new item you are going to store the conversation on.

  1. Click Store next to an existing contact
  2. You will be taken to the store page. From here you can choose to store on the contact you’re viewing or choose to store on a related opportunity or case. You can also add new opportunities or cases and then store on those.

Store on a Contact

  1. Click the store on this contact button, in this example the button references Jennifer Kim as the contact:
  2. Once you choose the record to store the conversation on, you’ll see a green tick appear next to the mail icon to indicate the conversation has been stored successfully. Now any new emails in the same conversation thread will be added to the history of this contact in Capsule.

Store on an Opportunity

  1. Click Store next to the opportunity you want to store the conversation on. These opportunities are listed most recently added first.
  2. Once the email conversation is stored on the opportunity, the add-on will update to show the opportunity page and will open this opportunity every time you re-visit this email thread in Gmail. You will also see a green tick next to the mail icon to indicate that the conversation is stored successfully.

Store on a Case

  1. Click Store next to the case you want to store the conversation on. These cases are listed most recently first.
  2. Once the email conversation is stored on the case, the add-on will update to show the case page and will open this case every time you re-visit this email thread in Gmail. You will also see a green tick next to the mail icon to indicate that the conversation is stored successfully.

Disable storing emails

If you no longer want emails in a conversation to be stored on your contact, case or opportunity you can disable storing.

  1. Click the row that displays the store status. In our example the conversation is stored under Jennifer Kim.
  2. This will take you to the disable storing page.
  3. To stop storing click Disable Storing. This will prevent any future emails within this conversation from being stored on this contact in Capsule. You can easily enable storing again by choosing to store this conversation again on the contact page.

Note

If you wish to store a disabled conversation again, you can follow the previous store emails using the add-on instructions. Any previously stored emails will be moved to the new item the conversation is being stored on.

Adding tasks, opportunities, and cases

When you are viewing a contact in the Gmail add-on, you will be able to add a task, opportunity, or case for that contact.

Adding a task

  1. Click Add Task to begin adding a task for the contact
  2. Fill in the task details
  3. Click Save to add the task to the contact

Note

Currently Google doesn’t offer date or time pickers widgets for date and time inputs, so the date and time have to be entered as text. We understand that this isn’t ideal, and are hoping Google adds a date/time picker widget.

Adding an opportunity

  1. Click Add Opportunity to begin adding an opportunity for the contact
  2. Fill in the opportunity details
  3. Click Save to add the opportunity to the contact

Note

Currently Google doesn’t offer date or time pickers widgets for date and time inputs, so the date and time have to be entered as text. We understand that this isn’t ideal, and are hoping Google adds a date/time picker widget.

Adding a case

  1. Click Add Case to begin adding a case for the contact
  2. Fill in the case details
  3. Click Save to add the case to the contact

Settings

If you would like to view the settings page, click the actions menu in the top right of the add-on, and Settings.

From the settings page you can view the information about the Capsule account you’ve connected the Gmail add-on to.

If you would like to get some support with the Gmail add-on, click the Get Support button to open our support documentation site.

To provide any feedback you have regarding the Gmail add-on, click the Give Us Feedback to open our support form.

If you wish to log out, and disconnect the Gmail add-on from your Capsule account, you can click Log Out to do this.