Tip #23: Why Use a Tag’s Dropbox Address?

Chris Gallo
Jul 20, 2017 · 4 min read

There are a variety of special addresses in Highrise that can be used to organize and manage email. These special addresses are called dropbox addresses.

There are dropbox addresses for . . .

  • Cases: to file an email to a case
  • Deals: to associate an email with a deal
  • Tasks: to create a task or email about a task
  • Autoforwarding: to automagically add incoming email to your account

And about a year ago, Highrise introduced tag dropbox addresses too.

So why would you want to use a tag dropbox address?

Because tags are one of the most powerful functions in Highrise. And a dropbox address makes them even more useful.


Here’s a real example of how the Highrise team uses tag dropbox addresses

Our internal team uses Highrise for support. This is done by autoforwarding in emails from support@highrisehq.com and a custom setup with our contact form.

One of questions our team wants to answer when viewing a contact’s page is . . . have we ever received an email from this person?

While our team could scroll to check the contact’s page, a tag would be a much more obvious and quick example.

So we use a tag dropbox address.

There is a tag in our internal account: Emailed-Support

We find the tag dropbox address by going to our tags page, and viewing the Emailed-Support tag:

Here will find a list of information, including the specific tag dropbox address.

In this example, the Emailed-Support tag dropbox address looks like this:

dropbox+tag+4871626@84080210.highrisedemo.highrisehq.com

Now, our team copies this address and adds +fw to it, so it can be used for autoforwarding in emails.

It now looks like:

dropbox+fw+tag+4871626@84080210.highrisedemo.highrisehq.com

Because our team uses Google Apps, we copy this address and add it as a forwarding address in Gmail:

Once enabled, any new emails that our team receives will be added to our Highrise account’s inbox:

And that contact the email is from will be tagged as Emailed-Support too.

So why is this useful to our team?

One reason is when our team sends onboarding emails to new customers, we’re able to use this tag to make sure we don’t email someone who has already interacted with us with specific questions.

The onboarding emails are proactive, meaning we’re encouraging new customers to interact with us or get started using Highrise. It can be a poor experience if you receive an onboarding email right after you interacted with our support team.

So we’re able to exclude this tag when sending bulk emails using Broadcast. For example . . .

Another useful reason is now we can view the activity (notes and emails) related to the tag.

This is helpful for our team to see what kind of emails we’re receiving from customers, and an easy way to catch-up to see what’s happened recently.

When filtering by the Emailed-Support tag, our team can click Activity tagged Emailed-Support

This shows a list of all activity related to the specific tag:


How else might you use tag dropbox addresses?

In addition to using tag dropbox addresses for autoforwarding in emails or from a contact form, here are a few other ideas on ways to use tag dropbox addresses:

  • Blind-carbon-copy (BCC) the tag dropbox address when emailing new contacts about a specific action/context
  • Combine the tag dropbox address with a group dropbox address, this makes the emails visible to the group and tags the contact, so it’s easier to filter by that information, as an example: dropbox+tag+123456+group+789012@demo.highrisehq.com
  • Have each colleague create a tag with his or her name, and use that tag when sending emails to new or existing contacts. This makes it easier to denote who is responsible for a certain list of contacts

If you have any other ideas or questions on how to use tag dropbox addresses, please send us an email.

Highrise

Ideas and development from the team at Highrise (http://highrisehq.com)

)

Chris Gallo

Written by

Write about customer support and other shenanigans. Part of the lovely team @highrise, learn more about me here: https://hotdogsandeggs.com

Highrise

Highrise

Ideas and development from the team at Highrise (http://highrisehq.com)

Welcome to a place where words matter. On Medium, smart voices and original ideas take center stage - with no ads in sight. Watch
Follow all the topics you care about, and we’ll deliver the best stories for you to your homepage and inbox. Explore
Get unlimited access to the best stories on Medium — and support writers while you’re at it. Just $5/month. Upgrade