Mail Sync is a powerful tool that allows you to connect your inbox to Lead Gen & CRM. Once enabled, any email you send through that inbox—and any Smart Mail that you send out of Lead Gen & CRM will be recorded.
This way, you can keep track of you and your team’s emails with your leads.
This article will provide details and information on how to sync your mailbox with Gmail.
Article Contents
- Regarding Gmail Connection Issues
- Enabling Gmail POP and IMAP Settings
- Determining Authentication Status
- Determining Two-Step Verification Status
- Security Settings
- Setting Up Two-Step Verification
- Syncing via Google Authentication
- Syncing Gmail and Lead Gen & CRM
- Disabling Mail Sync
- Validating Mail Sync Status
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Regarding Gmail Connection Issues
There may be a time when your normal Mail Sync connection to Gmail fails. This is usually due to authorization issues between the two platforms, which is usually cleared up within a short time.
However, this does not mean that you will be unable to connect to your Google account during this time. You can use your Google account to serve as the main connection mechanism.
Refer to Enabling and Configuring Mail Sync for Google Accounts for more information on connecting Mail Sync with your Google account.
Enabling Gmail POP and IMAP Settings
To sync with Lead Gen & CRM, Gmail accounts must have POP and IMAP enabled.
To enable these settings, do the following:
- Open a new tab in your web browser.
- Log into your Gmail account in that browser tab.
- Click
Options > Settings > See all settings.
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- Click the Forwarding and POP/IMAP tab.
- In the POP Download section, click the Enable POP for all mail radio button.
- In the IMAP Access section, click the Enable IMAP radio button.
- Click Save Changes.
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Once you have enabled POP and IMAP settings, you can begin the sync process in Lead Gen & CRM.
Important: Lead Gen & CRM has no control over how Google grants application permission. Google may change how permission is obtained at any time and without warning. These procedures are constantly changing. The information in these procedures may be outdated.
Determining Authentication Status
When you have Mail Sync enabled, your Smart Mails will be sent through Simple Mail Transfer Protocol (SMTP). Smart Mails sent through Gmail will require certain authentication and verification. To determine authentication status for accounts that have not yet been synced, do the following:
- Click
User Menu > Settings in the top toolbar.
- Click Mail Sync, located under My Account in the left panel.
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- Under Choose your provider, click Gmail.
- Click Sign in with Google.
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- Sign into your account.
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- Accept the intermediary authorization requests.
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- Click Close.
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If you have two-step verification or other parameters set, you will receive the following message:
Authentication failed. Please try again.
Continue reading this article for information on how to resolve the authentication issue.
Determining Two-Step Verification Status
Two-step verification in Gmail adds an extra layer of security to an email account. While it is not necessary to have two-step verification set up to sync email, Lead Gen & CRM does recommend that clients consider adding this extra layer of security for their email accounts.
Two-step verification provides an additional layer of security for your account, which helps to reduce risks associated with your account being compromised.
Note: For Gmail accounts not using two-step verification, a recent change to the way in which Google allows third-party applications to access Gmail can potentially cause Mail Sync in Lead Gen & CRM to temporarily be unavailable.
By utilizing two-step verification, you make it much more difficult for unwanted parties to access your account. This goes a long way in ensuring your account data is protected.
Once the verification is enabled, you will still be prompted to enter your password when signing in. However, after signing in, you will be prompted to provide a second security token, which is typically a string of alphanumeric characters, to enter your account. This token is delivered to your mobile device via SMS text, a voice call, or by using Google’s mobile app.
To determine two-step verification status, do the following:
- Open a new tab in your web browser. Log into your Google account in that browser tab.
- Navigate to the security settings page while logged in to your Google account.
- Scroll to the Password and Sign-In Method section.
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- You can enable two-step verification. Note the status as On or Off.
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Security Settings
After confirming your two-step verification status, Gmail security settings must be opened so that Lead Gen & CRM can connect to Gmail. To do so, do the following:
- Open a new tab in your web browser.
- Log into your Google account in that browser tab.
- Navigate to the connected application settings page while logged in to your Google account.
- Scroll to the Allow less secure apps section.
- Set the toggle to On.
Note: If you do not see an option to enable less secure apps, then you will need to contact your G Suite administrator for access. For more information, refer to this external Google help documentation.
Setting Up Two-Step Verification
One of the most common issues with Gmail syncing is verification. Two-step verification provides extra security. Lead Gen & CRM recommends that clients add this measure of security to their accounts. To set up two-step verification, do the following:
- Navigate to the security settings page while logged into your Google account.
- Under Password & sign-in method, click Two-Step Verification.
- Click Start Setup.
- Re-enter your account credentials.
- Choose to receive the code on your mobile device either by Text Message or Voice Call.
- Click Send code.
- Enter into the box the verification code that your mobile device received.
- Verify that you would like to trust the computer.
- Click Next.
- Click Confirm.
Important: You will need to have your mobile device on hand to complete this process.
Syncing via Google Authentication
You can sync your Google account with Lead Gen & CRM by using Google's secure authentication process. As this is Google's main method of authenticating account information, Lead Gen & CRM recommends using this process.
To sync Google accounts with Lead Gen & CRM via Google's authentication process, do the following:
- Click
- Click Mail Sync, located under My Account in the left panel.
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- Under Choose your provider, click Gmail.
- Click Sign in with Google.
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- Sign into your account.
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- Accept the intermediary authorization requests.
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- Click Close.
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Syncing Gmail and Lead Gen & CRM
To sync verified Gmail accounts with Lead Gen & CRM, do the following:
- Click
- Click Mail Sync, located under My Account in the left panel.
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- Under Choose your provider, click Google.
- Enter your Gmail username and password.
- Click Connect.
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- Accept intermediary authorization requests.
Important: Users of the Legacy SharpSpring Free CRM plan are limited to 100 daily synced emails per user.
Disabling Mail Sync
When disabling Mail Sync, you can choose to either keep or remove all previous communication. This means that, if you so choose, you can remove all prior Mail Sync entries from relevant Life of the Lead entries, as well as relevant opportunities. To disable Mail Sync, do the following:
- Click
- Click Mail Sync, located under My Account in the left panel.
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- Click Disable Syncing.
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- Select one of the following options:
- Keep all previously synced email communication
- Remove all previously synced email communication
- Click Disable Sync.
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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, administrators will see the Your Mail Sync is not configured link eventually appear again in the top toolbar. Use the Mail Sync tool to re-sync as necessary.
Validating Mail Sync Status
There are many moving parts with Mail Sync, so the process might not connect or may otherwise result in error. However, you can tell if Mail Sync was successful with just a glance.
The Mail Sync settings page provides a running log of all recent errors. The page details the date and time that the error occurred, what the error was, and how best to fix the error.
Click User Menu > Settings > Mail Sync to access the log of all recent errors.
In addition, user accounts with Mail Sync enabled will display their current connection status, as well as any relevant issues.
Once you have enabled Mail Sync, the associated email address will update with one of the following colors and statuses:
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| Status | Color | Description | |||
|
Connection |
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Unable to connect for two days due to errors. No longer trying to sync. Billing will not be enabled for the duration of this issue. |
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Error |
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An error occurred when attempting to sync the user account's email. Errors include, but are not limited to, using an invalid email address or certain email connectivity issues. |
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Pending |
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This user account is waiting for a raise in the company's mailbox sync limit, or waiting for someone else to disconnect from the company mailbox so that they are below the sync limit. |
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Enabled |
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Mail Sync was successfully enabled for this user account. |
Refer to Troubleshooting IMAP Sync Errors for more information on troubleshooting Mail Sync errors.