Efficient client relationship management (CRM) and secure email hosting are crucial for Registered Investment Advisors (RIAs). Properly integrating Redtail CRM with Microsoft 365 can streamline operations, enhance security, and support your compliance efforts. Here are some best practices so your RIA can get these tools work seamlessly together.
Understanding Redtail CRM and Email Hosting
Redtail CRM is a popular choice among RIAs for managing client relationships. However, many smaller RIAs also use Redtail for email hosting and document management, which might not be the best setup as they grow.
- Redtail CRM is primarily designed as a CRM tool, not an email hosting service.
- Microsoft 365 offers superior email hosting capabilities, including advanced security features like malware protection and phishing resistance.
Best Practices for Email Integration
1. Separate Email Hosting
- Use Microsoft 365 for email hosting instead of Redtail. This setup provides better security and functionality.
- Integration between Microsoft 365 and Redtail ensures that all client email history is accessible within Redtail without hosting emails there.
2. Single Sign-On (SSO)
- Implementing SSO with Microsoft 365 simplifies login processes, reducing the need to manage multiple passwords. It also enhances security by minimizing password reuse.
3. Email Archiving
- Use Microsoft 365 for email archiving, which is more efficient and cost-effective than using Redtail for archiving.
- Set up journaling to ensure all email communications are recorded in Redtail, keeping client interactions organized and accessible.
Common Misconceptions
1. Fear of Losing Email History
Moving email hosting to Microsoft 365 does not mean losing email history. Proper integration ensures that all historical data remains accessible in Redtail.
2. Redtail Retriever and Zimbra Integrations
Redtail Retriever and Zimbra are older methods for calendar and contact synchronization. Modern direct integrations with Microsoft 365 eliminate the need for these tools, making the process smoother and more efficient.
Enhancing Security and Compliance
1. Email Encryption
Microsoft 365 offers robust email encryption, ensuring sensitive information is protected. Redtail’s secure email option is not equivalent to full encryption.
2. Data Loss Prevention (DLP)
DLP in Microsoft 365 automatically detects and encrypts sensitive information, providing an additional layer of security. This ensures compliance with industry regulations.
Use Cases: Real Benefits in Action
Let’s consider an example of a mid-sized RIA firm:
Challenge: They were using Redtail for both CRM and email hosting but faced issues with email security and archiving.
Solution: By transitioning to Microsoft 365 for email hosting and integrating it with Redtail CRM, they improved security, enabled SSO, and streamlined their email archiving.
Result: Enhanced operational efficiency and peace of mind, knowing their client communications were secure.
Quick Tips for Optimizing Your Integration
- Enable Multifactor Authentication (MFA) for all Microsoft 365 accounts.
- Regularly audit your email archive for compliance purposes.
- Train your team on spotting phishing attempts and using secure email practices.
Ready to Upgrade Your Tools and Support?
Redtail CRM and Microsoft 365 are both great choices for an RIA or financial advisor. When they work together seamlessly you’ll be more efficient and secure while getting the benefits from both systems.
Want to learn more? Check out our Redtail and Microsoft 365 Checklist or request a free quote to get started with RIA WorkSpace.