Setting up mail scanning

Introduction

You can use mail scanning to have emails that you send and receive through your mail system linked to contacts in your CRM automatically.

How to setup mail scanning

There are 3 steps to setting up mail scanning

1. Tell the CRM which mailbox to scan
2. Create scanning rules so the CRM knows what to do with the emails it scans
3. Tell the CRM which folders to scan

Here’s how to set up step 1.

1. Go to -> Settings -> Settings
2. Scroll to the -> Other Settings section and click -> Mail converter
3. Click -> + to add a new mail scanner
4. Enter the mail details. If you’re using google mail use the following details:
   1. Server name: imap.gmail.com
   2. Protocol: imap4
   3. SSL type: SSL
   4. SSL method: no validate-cert
   5. Look for: ALL
   6. After scan Mark messages as: leave blank
   7. Click -> Save

Next, we need to set up some scanning rules. The example below will create a rule that will do the following:

• Scan your mailbox for any new emails since the last scan
• Look in the from field to see if they match any existing contacts
• If a match is found then add it to the contact in the CRM

Here’s how to set up step 2 – Mail scanning rules:

This rule will link any email FROM a contact to that contact record in the CRM.

1. Go to a mail scanner you set up earlier.
2. Click the -> Setup Rule button
3. Click -> Add Rule
4. Set the conditions for the rule.
   1. From – blank
   2. To – Blank
   3. Subject – Blank
   4. Body – Blank
   5. Match – any condition
   6. Action – Add to contact [From]

This rule will link any emails you send TO a contact to that contact record in the CRM.

1. Go to a mail scanner you set up earlier.
2. Click the -> Setup Rule button
3. Click -> Add Rule
4. Set the conditions for the rule.
   1. From – blank
   2. To – Blank
   3. Subject – Blank
   4. Body – Blank
   5. Match – any condition
   6. Action – Add to contact [To]

Here’s how to set up step 3 – Select which folders to scan:

If you’re using Gmail you should only need to scan one folder – the “All mail” folder as this contains pretty much every email that is sent or received. If your other mail servers, you will need to decide which folders to scan. Try and keep the number of folders to a minimum to avoid timeout errors for large boxes.

1. Go to a mail scanner you set up earlier.
2. Click the -> Select Folders button
3. Click the checkbox next to the folder you want to scan
4. Click -> Save

Troubleshooting

Ensure your mail server eg. Google mail, is set to accept IMAP connections.