Our IMAP (Internet Message Access Protocol) Email Integration feature is designed to import the communications history your Administrate Users have with your Accounts and Contacts, removing any need to copy and paste correspondence into the CRM (Content Relationship Management) system.
Once you enter your email credentials, Administrate will scan the folders you designate for emails, matching the email addresses of your Contacts or Leads in your Administrate CRM. You’ll then be able to view the correspondence in the History section of the Account’s or Contact’s screen.
This means that you can continue using your preferred mail client, e.g. Gmail, Mozilla Thunderbird, Microsoft Outlook, etc., to communicate with your Contacts and all correspondence will be automatically synchronised to the CRM. Then, other Administrate Users can easily see the conversation history with that Contact. Visibility of the email trail between your organisation and your Accounts and Contacts is useful for when you have staff that are off sick, are away on holidays, or have someone else work with the same people and organisations.
We support any IMAP capable email provider, and you don’t need to leave your email client running for this to function. The sync is automated to run every 30 minutes.
If you are using Microsoft Exchange you need to make sure IMAP is enabled before trying to integrate with Administrate's IMAP function. Your Microsoft Exchange server may not have IMAP turned on automatically.
For confidentiality purposes, emails between staff members (Contacts marked as “Staff”) will not be synced. Please make sure that all of your staff members are marked appropriately prior to enabling this feature.
Navigate: Control Panel → Email Integration then click Add Email Account
Enter your IMAP email account settings. The following is just an example (Gmail IMAP settings), please refer to your email service provider for this information:
Name Gmail Account Server imap.gmail.com Port 993 Username firstname.lastname@example.org Password my_email_password Use SSL? yes
If your details have been entered correctly you will see a list of the folders within your email account. Select the folders that you wish Administrate to monitor and synchronise, then Save .
Administrate staff cannot help you troubleshoot password and login problems, and cannot provide the server information above as we don’t provide your email service. If you have questions about this feature, please contact your email provider.
If a connection onto the email server specified cannot be established (for example the server is down or incorrect, or the credentials are wrong), the system will re-attempt connecting for 24 hours, after which the account will be disabled.
This will be shown on the Email Integration settings page, and users can restart the sync again by editing the account, ensuring the connection details are correct and unticking the 'Disabled' checkbox.
We provide a 'Verify Connection details' button to test whether a connection can be successfully established.
If you use 2-Step Verification, like that of Google’s, you may have an App Password, or App-Specific Password, to authorise Administrate’s IMAP Email Integration service to access your mailbox.
- Follow the previous steps, but enter your App Password instead of your usual (email) password
- Once you have made the connection and see the list of folders, go back into your email service provider’s page (e.g. Gmail) to authenticate the login
Please be aware that password managers and saving passwords on browsers may get confused between your App Password and your site (Administrate’s main login) password and may auto-populate password fields with the latter when you need the former. Emails won’t be synchronised in these cases, as your email login credentials will be incorrect.
Administrate will now start working in the background to match email addresses in your mailbox with the email addresses stored against the Contact records in your Administrate database.
The initial sync will typically begin within 1 hour and complete within 24 hours, but could take longer if you have many emails to scan through. We will only sync emails newer than 4 days old.
If Administrate finds an email address that matches a contact in your database it will copy the content of the email, including all attachments, against the Contact record. All Administrate Users can then recall the conversation in the History section of the relevant Account or Contact page.
Once the IMAP Email Integration has been set up and operating correctly, you can view the total number of Matched/Unmatched Emails from the IMAP Email Integration page by clicking on the number of Match/Unmatched.
You’ll be asked to enter the mailbox’s password to view those emails: note this is the password of your email account and not your password for Administrate. If you use your browser to save passwords, or another password manager, sometimes it will auto-fill this field with your Administrate password. View the tabs to see the emails that have been synced. You can then create new Contacts for the unmatched emails and the Email Integration will sync these in the future.
Administrate is extremely committed to providing a safe and secure computing environment. By using this feature, you choose to store your email password within our database in an encrypted format.
Some enterprise email providers refuse access to their email servers unless their clients access it via a VPN (Virtual Private Network) or via an allowed IP block (or addresses). Due to our need to maintain a completely redundant failover environment, we unfortunately cannot provide a list of IP Addresses to allow, as these could change: in a disaster scenario; during maintenance; or due to the routine addition of another computer node in our infrastructure.
If you route your mail traffic through a third party encryption service, like Vaultive, you may see garbled or illegible messages when viewing the mails on the Administrate application. To get around this, you’ll have to remove the email server address from the your third party system and allow unencrypted transit.