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Enabling Email Syncing and Tracking

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Natalie Gonzalez
  • Updated

Email integration lets you see every email to and from your leads in their lead histories. Setting it up is an easy process that only takes a few minutes. 

In addition to adding in credentials for Gmail, SharpSpring also allows you to monitor IMAP-enabled accounts.  Make sure you have contacted your email hosting provider for all necessary information.

The following User Roles have access to enable syncing and tracking:

  • Administrator

Step-by-Step Guide 

Follow these steps to set email syncing and tracking.

Step One: On the toolbar top right, click the User Settings button, then select Settings.

User_Settings_Drop-down_3-19-17.png


Step Two: Within the left-side Settings, under My Account, select the Email Syncing.

Settings_Email_Setting_and_Tracking_Open.png

 

Step Three: On the Email Syncing tab perform the following. Scroll down or click to view Enabling Custom IMAP Email Accounts for Email Monitoring.

  1. Select your Provider. (see the section below for the Custom provider field)
  2. Enter your Username and Password.
  3. Click Save Changes.

Settings_Email_Syncing_Add_Email_Address.png


Step Four: If you do not want specific contacts or companies to show their lead history, then click the Email Blacklist tab. Add the email or domain and click the corresponding +Add button. When you are finished click Save Changes.


Settings_Email_Syncing_Blacklist_Tab.png 

NOTES:
Once you save your account settings, SharpSpring will immediately start to sync your mailbox. Depending on the number of emails in it, this could take some time.

By default, your own company's email domain is already blacklisted. If you would like to disable this setting (which is not recommended), on the bottom, click company profile.

Settings_Email_Syncing_Blacklist_Tab_goto_Company_Profile.png 

 

 

Enabling Custom IMAP Email Accounts for Email Monitoring


In addition to adding in credentials for Gmail, SharpSpring also allows you to monitor IMAP-enabled accounts.  Make sure you have contacted your email hosting provider for all necessary information and follow the steps below to get started syncing.

For a detailed walkthrough on how to connect SharpSpring email syncing with MS Exchange, click to review the article Connecting Email Syncing with MS Exchange

  1. In the Provider field, select Custom.
  2. Enter the Username and Password.
  3. Enter the Hostname and Port.
  4. Click Save Changes.

Settings_Email_Syncing_Custom_Provider.png

IMPORTANT! When using a custom IMAP account it is important to make sure the account is truly enabled for IMAP to be compatible for syncing, as well as confirming your email information is accurate.  Failure to do this may result in the inability to integrate your account.

When Email Syncing is enabled, the feature looks through the enabled client's inbox/outbox and finds matches for the email addresses currently in SharpSpring. All conversations will be pulled in at the time of setup. 

However, if a lead is added to SharpSpring after the initial setup, only conversations after the lead's createTimestamp will be synced with SharpSpring. Previous email conversations will be pulled into a lead's record upon the time of lead creation.

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