Email Logging

Configure your email sync to ensure seamless action logging between your Momentum, email client (Gmail and Outlook), and CRM.

📚 Contact Types

• “User” and “Author” – Someone with a Momentum account who can send emails. They must also be listed as a fundraiser or user in the CRM, but they do not need to be assigned to the email recipient.

• “Recipient” – A constituent/contact addressed in the To, CC, or BCC lines.

• “Constituents” - Any constituent (aka contact) in your organization’s CRM.

• “Momentum constituents” – All constituents (or contacts) in a user’s Momentum segments, lists, and prospecting flows.

• “Staff constituents” – Organization staff who are also constituents in your CRM.

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✉️ Sent Emails

📨 Emails Sent from Momentum

• Momentum logs all emails sent through the application.

• Users can configure the action log before sending the email (available fields vary depending on CRM and organizational preferences).

Multiple Recipients:

If you add multiple recipients who are constituents in your CRM, Momentum logs an action for each recipient.

✅ Example:

Bob and Alice are both constituents in your CRM. You receive a recommendation to email Alice and include Bob in the To, CC, or BCC lines. Momentum logs two actions in your CRM—one for Alice and one for Bob.

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📧 Emails Sent from Outlook or Gmail

• Momentum only logs emails sent by Momentum Users (i.e., people with a Momentum account).

• Logging of emails sent from Outlook or Gmail is optional and can be turned off across your organization or for specific users.

✅ Example:

Amy and Christy work at Better Good Organization. Amy is a Momentum user, while Christy is not. Franklin is a contact in Better Good’s CRM.

• If Amy emails Franklin, Momentum logs the email.

• If Christy emails Franklin, Momentum does not log the email.

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🚫 Exceptions for Organization Staff

Momentum logs emails sent to or from any Constituent in your organization’s CRM, except for Organization Staff.

Emails sent to Organization Staff must be logged manually.

• Organization Staff includes:

  • Anyone with an email address matching your organization’s domain (e.g., if the domain is bettergood.org, all @bettergood.org emails are excluded).

  • Any Momentum User marked as a Fundraiser in the CRM, even if they use a personal email address (e.g., a Board Member using a personal Gmail account).

✅ Example:

Amy and Christy work at Better Good Organization. Amy is a Momentum user, while Christy is not.

• If Amy emails Christy (or anyone else at Better Good), Momentum does not log the email.

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📥 Received Emails

Received emails include:

• Emails sent to a Momentum user.

• Replies to emails sent by a Momentum user.

⚡️ Momentum logs received emails only if email logging from Outlook or Gmail is enabled.

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🎯 Fundraiser Assignment When Logging Emails

Momentum assigns the Fundraiser for logged emails based on the following rules:

1. If the first email in the thread is sent by a Momentum user:

   • That user is marked as the Assigned Fundraiser in the CRM action log.

2. If the first email is from a donor addressed to multiple Momentum users (To or CC):

   • Momentum selects the Assigned Fundraiser in this order:

     • The donor’s Primary Fundraiser(s)

     • The donor’s Secondary/Other Fundraiser(s)

     • Any Momentum user(s) not assigned to the donor

If multiple recipients fall within the same category, Momentum assigns the action to the first addressed user in that category.

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🔁 Email Threading and Recipient Changes

Momentum logs one CRM action per email thread to prevent clutter. It updates the original CRM action after new replies according to the following rules:

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📌 1. Multiple Donors on the Same Thread

• If two or more donors are addressed on the same thread, Momentum logs separate actions for each donor.

• If a new donor is added mid-thread, Momentum logs a new action starting with the email where the new donor was first addressed.

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🔄 2. When the Assigned Fundraiser or Donor Is Removed

• If the next email in the thread does not include the original Assigned Fundraiser or donor, Momentum stops logging emails for that thread.

• If they are re-added to the thread, Momentum updates the original action with the new emails but excludes those where they were not addressed.

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🧑‍💻 3. When New Momentum Users Are Added to a Thread

• If the original Assigned Fundraiser remains on the thread, adding other Momentum users does not trigger new actions.

• If the original Assigned Fundraiser is removed, but other Momentum users are still on the thread (or added later), Momentum logs a new action starting with the email in which the Assigned Fundraiser was removed.

  • The fundraiser assignment follows the standard assignment rules.

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🪄 (Coming Soon!) AI Summarization of Email Threads

We’re launching a feature that summarizes email threads in the action log.

Want early access? Contact us at [e-mail].

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⚡️ tl;dr

• Momentum logs most emails between your users and donors by default, whether sent from the platform or your email client.

  • It excludes emails between constituents with the same domain (e.g., [e-mail] and [e-mail]) and CRM constituents marked as staff or board.

• Three Configuration Options for Email Logging:

  1. Log All Emails – Automatically log all emails between users and donors (To, From, CC, & BCC).

  2. Log Direct Emails Only – Automatically log direct emails between users and donors (To, From).

  3. Log Momentum Emails Only – Disable Outlook/Gmail auto-logging and log only Momentum emails.