How do I use 'Accounts' in MailBlue?

Please note: 'Accounts' is available from a Plus and Professional subscription with the Sales CRM add-on

In Accounts, you can capture details about companies you work with at an account level. Keep everything in one place, store details in standard or custom fields, view all contacts associated with a company, and create segments and personalise emails based on the filled fields.

If you previously used the 'Organisation' field to capture a company name for a contact, you can now manage this as an account. The 'Organisation' field no longer exists and has been transferred to MailBlue Accounts.

This article covers the following topics:

  1. How the Accounts feature works.

  2. How to create an account (company/organisation) within Accounts.

  3. How to gather information about an organisation.

  4. How to create standard account and custom account fields.

  5. How to view and add account notes.

  6. How to add/edit contacts within Accounts.

  7. How to remove contacts from accounts.

  8. How to delete Accounts.

How does the 'Accounts' feature work?

Similar to Contacts and Deals, Accounts also has its own section within MailBlue where information can be stored about each organisation you collaborate with. Information that can be stored per account includes;

  1. Company name

  2. (Mailing) address

  3. Description

  4. Number of employees

  5. Annual revenue

  6. Industry/vertical

  7. Information collected in custom fields

  8. Contacts falling within the respective organisation

  9. Notes

  10. Company website

Within Accounts, you can also store information managed with custom fields to segment contacts and personalise your communication.

Creating a company or organisation within 'Accounts'

You can create and modify accounts within Accounts; from large organisations with multiple departments to small businesses, non-profits, families, and more. Once an account is created, it will be visible on the overview page. Here, you can view the account and update it at any time.

To add a new account:

  1. Click on 'Contacts' in the main menu of MailBlue.

  2. Then click on 'Accounts'.

  3. Click on 'Add an account'.

  4. A screen will open where you can enter the account name, select the owner of the account if you work with multiple account managers in your company, and (if known) the company's website.

  5. Click 'Add'.

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You will then land on a page where you can see an overview of all your accounts. Click on your new account. From the personal account page, you can add additional information within the 'About', 'Notes', and 'Contacts' sections;

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Collect information about an organisation

The 'About' section has a number of standard fields that you can use to store information about a company. You can supplement this with custom fields you create. Once you create custom fields, these will be visible within Accounts in the 'About' overview.

Standard account fields

You can fill in the standard account fields displayed by MailBlue by clicking 'Click to add'.

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You can adjust the selectable answers in the drop-down menu under 'Industry/vertical' and 'Annual revenue' within the 'Manage > fields' section in MailBlue.

Custom account fields

If you want to store more information about an organisation, you can create custom fields. You can add these by clicking on 'manage fields' in the Accounts section at the top right of the 'About' section, or you can go to the 'Manage fields' tab via the main menu 'Forms'. You need to have the necessary permissions as a user within MailBlue to manage the account fields.

To add custom fields via the Accounts overview page:

1. Click on the 'manage fields' link:

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2. Then click on 'add field':

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3. Select the type of field you want to add, and then click 'Next':

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Follow the remaining steps that the widget shows to create your field. Once the field is created, it will be displayed under the 'About' section on the overview page of an account.

Viewing and adding account notes

The 'Notes' section allows you to add and save notes about a company. For example, you could make notes of (phone) conversations held with someone within the company.

To add a note, click on 'Add a note' in the Notes block:

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Then type the desired note in the visible field and click 'Add'.

Adding / editing contacts within Accounts

The 'Contacts' section displays all individual contacts associated with this account. If you have previously filled in the 'Organisation' field for contacts, an account will already have been created within Accounts, where the contacts associated with it will also appear in this overview.

You can add new contacts by clicking on the 'Add a contact' link. Adding contacts within the organisation provides insight into who the decision-makers are, who needs to be followed up, and who is most involved. This ensures that you reach the right contacts at the right time.

N.B. A contact can only be assigned to one account

To add a contact already known to the account:

1. Click on the 'Add a contact' link in the Contacts section.

2. A screen will open where you can enter the name of the contact, their email address, or their phone number.

3. A list of suggestions will appear; click on the contact you want to add.

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4. Then click 'Add'.

You can also add someone to a specific account via the contact page by clicking on the Account field in the general information and selecting the account name:

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To add an existing contact to the account:

1. Click on the 'Add a contact person' link in the Contacts section

2. In the next screen, you can enter the name of the contact, their email address, phone number, account, and role within the company.

3. Then click on the 'add' button:

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A profile will be created for this new contact, and you can find this contact via the main menu 'Contacts' in MailBlue. The contact will also be displayed within the Contacts section in Accounts:

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Each contact in Accounts will automatically have a 'Last contact' date field added. If you have just added the contact, there will be no date in this field. This field will be filled in when one of the following four events occurs:

  1. When a one-on-one email is sent to the contact.

  2. When a campaign or automation email is sent to the contact.

  3. When a task related to the contact is completed.

  4. When a deal task is completed (this is the case if this contact is the primary contact within the deal).

Editing a contact from Accounts:

You can edit the first name, last name, job title, phone number, and email address of a contact from the account record.

To do this:

1. Find the contact you want to update.

2. Hover over the contact with your mouse and click on the pencil icon.

3. A screen will open where you can edit the data in those fields:

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4. Click 'Save' to save the changes

The changes you apply here will also be visible in the contact profile of this contact (via the main menu 'Contacts').

Removing Contacts from Accounts

You can easily remove contacts within your Accounts, or the Accounts themselves.

If you want to remove a contact from an Account, you can remove the association with that organisation. This way, you will only remove the association with this account, so the contact profile will not completely disappear from MailBlue.

1. Go to the account and find the contact you want to remove there.

2. Hover over the contact and click on the 'X'.

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3. Confirm the step by clicking 'Delete' in the next screen.

Deleting an Account

If you no longer use an account page for your business, you can completely delete it by going to the Accounts overview page or within the account itself.

When an account is deleted, all information stored here will be lost and cannot be recovered. Only the contact profiles will remain and are available via the main menu 'Contacts' of MailBlue.

Before deleting an account, we recommend using the bulk editor to assign a tag to all contacts associated with this account, so you can potentially recall the association with the account later on. If you're unsure how to assign a tag to these contacts in bulk, you can find this in this article.

Deleting an account from the Account overview page:

1. Navigate to the Account overview page by clicking on 'Contacts' in the left menu, then selecting 'Accounts'.

2. Check the checkbox next to the account you want to delete.

3. Click on the 'Delete' button.

4. Confirm this action on the next screen by clicking 'Delete' again.

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Deleting an account on the account page:

1. On the account page, click on the 'Actions' drop-down in the top right corner.

2. Then click on the 'Delete' button.

3. Confirm this action on the next screen by clicking 'Delete' again.

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