Smart BCC lets admins to automatically log emails they send from tools like Gmail or Outlook directly on a record’s activity timeline in Novi. This is helpful for keeping a full history of conversations with members even when the email was sent outside of Novi.
There are two ways to use Smart BCC:
Universal Email Address - Logs emails to all matching customer records based on recipients. (Most commonly used)
Customer-Specific Email Address - Logs emails to one specific customer record only. (Rarely used)
Universal Smart BCC Email
The Universal Smart BCC Email allows admins to add a universal email address as a BCC, which allows Novi to detect the recipient(s) and save the email as an activity on the matching record(s).
In Association Settings → Integrations, you’ll see a section called Smart BCC.
Admins can copy the universal email address shown and add it as a BCC when sending or forwarding emails. You can also include it in the To line of a forwarded email. If any recipient’s email address matches any customer records in Novi based on their Contact Email field, the email will automatically be logged on the matching record’s activity timeline.
If multiple recipients are attached to the email, Novi will automatically attach a copy of the email thread to every record with a matching email address based on the recipients in the “To” field.
📌 Important Note: The email recipient's email address must match an existing record in Novi in order for Universal BCC to work.
💡 Pro Tip: You can always save the universal email address in your email client as a contact so you don't have to remember or copy and paste the email every time you want to use it.
Customer-Specific Smart BCC Email
Each customer record also has its own Smart BCC email address. This 'customer-specific' smart bcc method is useful when you intentionally want to log an email on a specific record in your database, and the recipients have different email addresses than the record you want the note to be logged on.
This can be found on the Settings tab of the record under Smart BCC
Similar to the Universal Smart BCC email, admins can copy the customer-specific email address and add it as a BCC when sending or forwarding emails, or include it in the To line of a forwarded email. If multiple people are included on the email, Novi will only log the activity only on that specific record.
How Email Activities Are Logged in Novi
When Novi processes a Smart BCC email, a new activity is created on the record.
The activity includes:
Activity Type: Smart BCC
Subject: Email subject line
Date: When the email was sent
Activity Notes: The content of the email
Any attachments on the email using Smart BCC will not be included in the activity on the record's timeline.
Quick Guide: Choosing Between Smart BCC Options
When choosing what option to use, here are some scenarios to consider:
Universal Email (Common)
Use this when an email involves multiple records or the email address of the recipient of your email matches their record in Novi.
Remember, Novi will look at the email recipients and log the message on every matching customer record.
Customer-Specific Email (Used for Exceptions)
Use this when you want to log an email on just one customer record, and the email address of the recipient of the email does not match the record in Novi.
This is helpful when you're communicating with someone directly and want the conversation saved to one specific record.
Best Practices For Smart BCC
Only use BCC when using the Smart BCC email address — do not CC it.
Ensure your sending email address matches your Novi login email.
Any attachments on the email using Smart BCC will not included in the activity on the record's timeline - include important information in the bod of the email
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Keywords: track email history, email log, email logging, save emails to contact, email communication, communication history, link email, attach email, log conversation, email to record