Tracking Emails from Gmail

Stay on top of when recipients are interacting with your emails by tracking them for opens, clicks, and replies!

May 29, 2024
Knowledge

Created Date

5/29/2024, 4:20 PM

Last Published Date

5/29/2024, 4:20 PM

Article

Tracking Emails from Gmail

Email tracking gives you data on how your email recipients interact with your emails. Leverage real-time email-tracking notifications to engage with prospects while they're hot; look to your email open, link click, and reply rates, to analyze which prospects are most engaged with your outreach, what messaging is working, what time of day your messaging is working, and more.

Settings and Configuration

Access to and the mechanics of Groove's email tracking functionality is determined by a mix of admin-controlled and individual user settings.

Admin Settings

The following settings can be customized in Groove's Profile Settings in Manage My Org, found here.

Enable Email Open Tracking

The Enable Email Open Tracking setting controls whether users can use Groove's email tracking functionality in the emails they send from Gmail. When this setting is disabled, users will not see the 'Tracking' icon in their Groove for Gmail compose bar.

Users will also see that the Email Tracking settings in their Groove Chrome extension have been grayed out.

Blocklist Applies to Email Open Tracking

The Blocklist Applies to Email Open Tracking setting determines whether emails exclusively to recipients whose email domains are listed on your team's Email Domain Blocklist will be tracked or not. When this setting is Enabled, emails exclusively to people on your team's Email Domain Blocklist will not be tracked.

Disregard Teammate Email Opens

The Disregard Teammate Email Opens setting dictates whether internal teammates that open a user's tracked emails will contribute toward the email open count for the email. When this setting is enabled, internal users will not trigger email opens when they open a teammate's tracked email.

Note: This setting only applies to email opens and does not apply to link clicks. Teammates must have the Groove Chrome extension installed for Groove to suppress their email opens.

User Settings

If email tracking has been enabled for your account by your Groove admin team, you can configure your email tracking preferences in the Groove Extension settings by clicking the three dots in the upper-right corner of your Omnibar, then selecting Options.

Track When Someone Opens My Email

When this setting is enabled, Groove will track all the outbound emails you send from Gmail by default. When you create a new email, Groove will automatically enable the email open tracking for the email. You can still choose to disable tracking for an email by deselecting the 'Tracking' icon in the Groove for Gmail compose bar.

When this setting is disabled, Groove will not track any of your emails by default. When you create a new email, the email open tracking will be disabled for the email. You can still choose to enable tracking for an email by selecting the 'Tracking" icon in the Groove for Gmail compose bar.

Track When Someone Clicks a Link

When this setting is enabled, Groove will automatically track any descriptive links in your email body for link clicks by default. When this setting is disabled, Groove will not track descriptive links by default. No matter the default settings for link tracking, you can still choose to manually enable or disable link tracking for your emails by clicking on the 'Tracking' icon in the Groove for Gmail compose bar.

Note: To enable this setting, the Track When Someone Opens an Email setting must also be enabled.

Track an Email from Gmail

To send out a tracked email, check that the 'Tracking' icon in the Groove for Gmail compose bar is checked off. When you first create an email, Groove will either select or unselect the 'Tracking' option based on your Email Tracking settings.

You can review what exactly Groove is tracking in the email – just email opens or email opens and link clicks – by clicking on the tracking icon. You can make adjustments to the how the email is being tracked up until the time of send.

When you send an email with tracking enabled, a snackbar message should appear in the lower-left corner of your screen to notify you that email tracking either succeeded or was skipped per your org's settings.

Reviewing Your Tracking Data

Groove populates data on your tracked emails across Gmail, the Groove web app, and Salesforce so that you can stay updated as to when your prospects are engaging with your emails.

Notification Hub

Any time someone engages with one of your tracked emails, that engagement will be logged in your Notification Hub. You can open the notification hub by left-clicking on the Groove Chrome extension once. Within the Notification Hub you can:

Review engagement (email opens, link clicks, and replies) on all your tracked emails, including the time of the engagement, the location from which it occurred, and the type of device on which it occurred
Search for tracked emails to review their engagement history and metrics
Hover over link click engagements to identify which link was clicked
Open related records in the Omnibar
Jump to the tracked email in a new tab
Pause email engagement notifications

If you'd also like to receive desktop notifications for your email tracking engagement, you can enable them through these steps.

Inbox-view Engagement

Groove will surface an 'infinity' icon and number to the left of the subject line of any emails that have been tracked. The number represents the total number of opens, clicks, and replies the email has accumulated to date. Hovering over the email icon will surface some bird's-eye-view insights into tracked interactions with the email to date.

When open a tracked email, an 'envelope' icon will display in the email's top row. Clicking this icon will open the email engagement history for the email where you can see date-, location-, and device-data for each engagement Groove has detected for the email.

Groove Activity Feed

The Activity Feed on the Groove Home Page, found here, also maintains a running log of all the tracked emails you've sent. Use the filters in the upper-right corner of the page to refine the list of tracked emails to only those that meet a specific criteria.

Salesforce Task Record

For tracked emails that have also been logged to Salesforce, Groove pushes tracking data back to the corresponding Task record in the following fields by default.

Field Name	Object	API Name
Times Opened	Task	Times_Opened
Times Clicked	Task	Times_Clicked
Replied	Task	Replied
Last Opened Date	Task	Last_Opened_Date

Groove can also be configured to push some additional engagement data back to various Salesforce records. These updates are not immediate and rather propagate to Salesforce on a 15-minute background sync worker.

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Tracking Emails from Gmail

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