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.
✉️ 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.
📧 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.
🚫 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.orgemails 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.
📥 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.
🎯 Fundraiser Assignment When Logging Emails
Momentum assigns the Fundraiser for logged emails based on the following rules:
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.
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.
🔁 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:
📌 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.
🔄 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.
🧑💻 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.
🪄 (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 [email protected].
⚡️ 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.,
[email protected]and[email protected]) and CRM constituents marked as staff or board.
Three Configuration Options for Email Logging:
Log All Emails – Automatically log all emails between users and donors (To, From, CC, & BCC).
Log Direct Emails Only – Automatically log direct emails between users and donors (To, From).
Log Momentum Emails Only – Disable Outlook/Gmail auto-logging and log only Momentum emails.
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