|Mail Sync is a powerful tool that allows you to connect your inbox to SharpSpring.
Once enabled, any email you send through that inbox—and any Smart Mail that you send out of SharpSpring will be recorded.
There may be times when there are specific, custom settings are required for your inbox and SharpSpring to interact.
This article will provide information on how to set up custom Mail Sync.
Syncing Emails via Mail Sync
Users who sync their custom email accounts have the added benefit of sending Smart Mails through their individual SMTP accounts. This allows ISPs like Google and Microsoft to recognize these emails as one-to-one or personal messages for optimum delivery. Once your Mail Sync is set up, then all of your Smart Mail will go through SMTP. This means that when a person receives a smart mail, it will look like you sent it through your own inbox and not through SharpSpring. Additionally, you will be able to view replies from that lead on their Life of the Lead.
As an example, if you sync the inbox for firstname.lastname@example.org and send Smart Mail, then the recipient will see it coming from email@example.com.
To set up and configure custom Mail Sync from the Mail Sync modal, do the following:
Important: SharpSpring Free CRM users are limited to 100 daily synced emails per user.
Syncing Emails via User Settings
To set up and configure custom Mail Sync from the User Settings menu, do the following:
Suggested Port Settings for Select Providers
For more common providers, consider the following settings:
(replace yourdomain.com with your domain name)
|993 with SSL/TLS
143 without SSL/TLS
To disable syncing, do the following:
Once your email sync has been removed, you will need to enter new sync information in order for SMTP and other sync features to be enabled.
In addition, once you disable syncing, the Your Mail Sync is not configured link will not appear again in the top toolbar. You will need to configure future sync information in the User Email Settings page.
Troubleshooting Mail Sync
There are many moving parts with Mail Sync. The process might not connect or may otherwise result in error.
Custom Mail Sync Not Connecting
When receiving an error when setting up a custom Mail Sync, be aware that these errors are being pulled directly from your server. Below are the most common reasons why an error can occur:
- IMAP has not been enabled in your email provider’s settings
- Incorrect server settings
- Incorrect credentials
- Certain two-step authentication services require different action
Understanding Server Error Messages
Error messages have varying issues involved. Contact your administrator for more details. The most common error messages are as follows:
- Cannot authenticate to IMAP server: AUTHENTICATE failed
Either the login name or the password you have entered is incorrect.
- Cannot authenticate to IMAP server: [ALERT] Invalid credentials (Failure)
The error appears to be a way for Google Apps to protect against:
- Robots or automated scripts
- Stopping and halting abnormal bandwidth utilization (upload and download)
- Abusing account activity (such as using Google Apps as a storage space drive)
- Transferring another mail account to Google Apps
- Incorrect password inputs
- Cannot authenticate to IMAP server: [ALERT] Please log in via your web browser
This error may be related to the Less secure apps feature being disabled for the user you are trying to connect via IMAP. To solve the issue, do the following:
- Log in to your Admin Console.
- Log in as the affected user.
- Enable Allow less secure apps to access your account.
The following errors may be due to the server configuration options that you are using:
- Cannot authenticate to IMAP server: [AUTHENTICATIONFAILED] Authentication failed
- Cannot authenticate to IMAP server: [AUTHENTICATIONFAILED] Invalid credentials (Failure)
- Cannot authenticate to IMAP server: [CLOSED] IMAP connection broken (authenticate)
[CLOSED] IMAP connection broken (server response)
Checking email too frequently can also cause these server failures. Gmail Help recommends setting your mail client to check for new messages no more than once every 10 minutes. To fix this you need to bypass the Google CAPTCHA using the following address: https://www.google.com/accounts/DisplayUnlockCaptcha.
Regarding GoDaddy Mail Sync Issues
In order to match synced emails with leads, SharpSpring needs to have the recipient email address from the synced mailbox. These fields are very important for determining how to sync the email with leads in SharpSpring. However, there are complications in syncing with GoDaddy, as GoDaddy does not consistently provide the To and From fields when syncing emails. As a result, not all emails synced from a GoDaddy mailbox can be matched with their corresponding leads in SharpSpring. This means that while you can connect to a GoDaddy mailbox via Mail Sync, GoDaddy does not always provide recipient information.
For more information on the reasons behind why GoDaddy cannot consistently sync emails, refer to the following external article:
On Microsoft Exchange Mail Sync Configuration
There is no simple way to configure Microsoft Exchange and Mail Sync. Configuring Mail Sync for Microsoft Exchange depends on individual configurations and almost always requires involving the IT professional who manages the Microsoft Exchange server. Contact your IT professional to configure Mail Sync for Microsoft Exchange.