This checklist builds on the best practices shared in our blog, Optimizing Your RIA’s CRM and Email Integration: Best Practices with Redtail and Microsoft 365. Use it to support your integration process so you can maximize both platforms without security or compliance concerns.
Step 1: Preparation
- Review your current email hosting setup (e.g., Redtail-hosted email) and compare it to the advantages of Microsoft 365, as discussed in the blog.
- Assess your CRM usage and storage needs to determine the right integration approach.
- Identify key team members who will use Redtail CRM and Microsoft 365 integration daily.
Step 2: Transition Email Hosting to Microsoft 365
- Set up Microsoft 365 accounts for all users, as recommended for better security and functionality.
- Migrate your existing emails from Redtail or other providers to Microsoft 365.
- Verify that no email history is lost during the migration, as explained in the blog.
- Enable Multifactor Authentication (MFA) to protect Microsoft 365 accounts.
Step 3: Integrate Microsoft 365 with Redtail CRM
- Set up email journaling to ensure all communications are automatically recorded in Redtail.
- Configure Redtail CRM to retrieve email history from Microsoft 365 instead of hosting emails directly.
- Test the integration to confirm email history and communication records are accessible within Redtail CRM.
Step 4: Implement Security Features
- Activate Microsoft 365’s email encryption to secure sensitive communications, as highlighted in the blog.
- Configure Data Loss Prevention (DLP) policies in Microsoft 365 to detect and protect sensitive client information.
- Enable advanced security features like anti-phishing and malware protection in Microsoft 365.
Step 5: Enable Single Sign-On (SSO)
- Set up SSO between Microsoft 365 and Redtail CRM to streamline user login processes.
- Test SSO to ensure seamless functionality, as discussed in the blog’s best practices section.
- Provide team members with training on using SSO effectively.
Step 6: Archive Emails and Maintain Compliance
- Configure email archiving in Microsoft 365 for long-term storage and improved accessibility, as recommended.
- Conduct regular audits of your email archive to ensure compliance with industry regulations.
- Confirm that archived data is easily searchable and securely stored.
Step 7: Train and Onboard Your Team
- Host training sessions to educate team members on the benefits and usage of the integration.
- Share tips from the blog, such as securely managing email and recognizing phishing attempts.
- Assign a point of contact for troubleshooting and ongoing support.
Step 8: Monitor and Optimize
- Periodically review the integration’s performance and effectiveness.
- Collect feedback from team members to identify areas for improvement.
- Stay updated on new features and best practices from Microsoft 365 and Redtail CRM, as they evolve.
Optional Enhancements
- Explore third-party tools to enhance integration and automation between Redtail and Microsoft 365.
- Set up workflows in Redtail CRM using triggers from email communications for better client follow-ups.
By following this checklist and applying the insights from our blog, you’ll set up a secure, efficient, and scalable CRM and email integration. Need help getting started? Contact our team for personalized guidance.