Connecting non-G-Suite or Outlook 365 Email to Your CRM

One of the most powerful aspects of a CRM is the ability to keep all of your data and correspondence for your leads/opportunities/customers/contacts in one place.

The CRM can help record the email exchanges you have with your contacts. To ensure two-way syncing of your emails with contacts into your CRM is setting up your IMAP from your email to your CRM.

To get started, log into your account and click your Name and "Preferences" from the right hand corner of the CRM.

Next, you'll want to click "Email" and "IMAP" from the left hand menu, and then the "Add" button on the right:

Enter your Email account and make sure the IMAP Support switch is switched to on (hint: on is green). If you have a common email platform, you can choose which one you'd like to use from the list as shown and it will enter the IMAP Server and Port for you. You then just need to enter your email address and password and click authenticate.

If your email server is not listed, click the "Other" box, and you'll need to enter your IMAP Server and Port manually. You may need to reach out to your system administrator to figure out what your IMAP Server and Port is. Once you have your email, password, server, and port information filled in, click "Authenticate."

On the next page, as long as the little button in your entry is green, you are good to go. 

Note: if you change your email password at any time, you will need to re-authenticate your IMAP.

You'll also note that there is an "Email Address to Forward" column. By copying that address, you can map emails to your CRM if you are sending them outside of a mapped email address. This could be a case where someone sent an email to the wrong address, and you want to still log that correspondence. Just bcc that address when replying to add it to your CRM.

 Next you need to set up email forwarding in your email account. 

GMAIL Steps:

1. You must collect the "Forward ID".
2. If you have forwarded multiple email accounts, you must select the perfect forward id to process further.
3. Navigate to your Gmail account and click on “Settings” drop down and select “Settings” option.

1. Now select “Forwarding and POP/IMAP” tab and click on “Add a Forwarding Address”.
2. A pop up will be opened and paste the Forwarding Email ID as shown in the image below and click on "Next":
3. Now a pop up window will appear, click on “Proceed” button to receive an acknowledgement email with a confirmation code.
4. Now go to your Apptivo account and click on “Emails” tab found on the left panel of the home dashboard. You can view the mail with a confirmation code, as shown in the image below:
5. Copy and paste the code in “Verify Code” field of your gmail account as shown in the below image:
6. You have to manually select the “Forward a copy of incoming mail to” option (by default the “Disable Forwarding” option will be enabled).
7. Now, all your emails received in your gmail account will be immediately collected into your Apptivo account.

Office360 Steps:

1. You must collect the "Forward ID".
2. If you have forwarded multiple email accounts, you must select the perfect forward id to process further.

Once you get the Email Forwarding id, you can configure the "Office 365 Email" by following below steps on how to integrate,

1. Login to "Office 365" Web App, Click "Settings" > Mail Under Your App Settings
2. Go to Accounts > "Forwarding"
3. You put the "Forwarding Id" here. Please mention " Forwarding Id" as per the below-mentioned image.
4. Once finish the above steps, you can get all your Office 365 emails into the CRM.

Note: Once you enable the auto-forwarding, emails from your office 365 mailbox will be available in the CRM (the emails which are arriving after the sync is on will only be synced to the CRM).

 

IMAP Support:

"IMAP support" helps to sync the sent emails from any of your business email accounts to the CRM email account. When you receive an email into the CRM it automatically checks the “To” and “From” to determine whether any contact or customer is associated to that email id. If that is the case then the email can be viewed under the corresponding contact or customer.

Note: After completing the email forwarding procedure, follow the below steps to proceed IMAP support.

Steps to Configure IMAP Support

1. Click on the “Edit” button, where you can find this action under the “Email settings” in your “Apptivo” account. For instance, please check this below image 
2. Enable “IMAP support” toggle, provide the following details as these are important to “authenticate” your mail with the CRM
   Email service - Choose the others email service from available options.
   Email ID - Provide your Office 365 email address
   Password - Type password of your Office 365 email address
   IMAP server - IMAP server name
   Port - Port number 
3. Some crucial points to be followed when you are providing details for authentication, select the “Others” mail service for “office 365”. Then give correct details in “IMAP server” and “port”, as these are base of authentication. (If you have any confusion in these fields, try to find out accurate details on the internet).
4. Once completed the above steps, then Click on, “authenticate” button. If you want to store your mail details, just click the “save” button.
5. After clicking the authentication tab, one pop up will appear it will display saying the authentication successful.
6. Select the “disable” field manually, in case you don’t want to the authenticate the email address.  
7. Any changes or modification or re-authentication in your mail ID or password, use the “Edit” icon to make whatever changes in IMAP support tab.Note: Whatever changes made in the CRM will sync to IMAP server in near real-time and vice-versa.