How does the Dropbox feature works under the hood

The Dropbox feature explained in a nutshell is this: each user gets a dedicated @clevertim.com email address, which they can use to:

  • CC on emails they send to their contacts
  • BCC on emails they send to their contacts
  • Forward emails they sent to their contacts but forgot to CC/BCC
  • Forward emails their contacts sent them
  • Automatically get emails replies if their contacts hit Reply All and the dropbox dedicated email address is on the Recipients

When an email is received to that dedicated email address, the contact or contacts (and this can be companies too) will be looked up in the system and the note attached under those respective contacts.

How does it know which contacts to attach the note under? It’s simple. It looks up the contacts by email address. Your contacts’ email addressed are generally in the emails received to the dropbox. But not always, and that’s when this Dropbox feature doesn’t know what to do.

If you forward an email to the dropbox address, make sure you keep the Fwd headers, that bit at the top that contains the email address of your contact.
If you don’t want all that information, just make sure your contact’s email is there in the text somewhere – if not, you can add it manually when you Forward. When you CC or BCC, you don’t have to do that, as the email address for the recipients will be already in the email.

The dropbox feature will collect all the email addresses in the emails it receives and it will look up contacts for each one of those and it will attach the email as a note under those contacts. If a contact doesn’t exist for one of the emails, it will be created automatically. This is a convenience feature that allows you to easily add new contacts and file new emails under those contacts without even having to log into the system. Straight from your favorite inbox. Just CC, BCC or forward emails to your dedicated email address and the job is done.

But the dropbox feature doesn’t give you just one dedicated email address. You also get one for opportunities, where an opportunity is created too, in addition to the contact. You also get one for cases, where a case is created, in addition to the contact, and you also get dedicated email addresses to allow you to add tasks easily straight from your inbox.

How does it deal with spam?

First of all, the dropbox feature will reject any emails sent to it from non-recognized email addresses. In the Email Dropbox menu (accessible from the upper right Settings menu), you can define all your recognized email addresses. That means, if you use multiple email addresses, you can define them all in there and the Dropbox feature will happily accept emails from it.

If this is not sufficient and someone discovers your dropbox dedicated email address and sends you unsolicited email – for example, they could email you and the dropbox, and then the Dropbox feature would accept email, as your email address is on it (it would be considered a reply from one of your contacts) – well, in that case, you can always re-generate the dedicated email address. Needless to say, don’t over advertise this dedicated email address, as that might spam your Clevertim account.