The email connector really brings Salpo CRM to life and we encourage all Salpo CRM users to take advantage of it.
It works by visiting your email server every 5 minutes and coping any new emails, sent or received (in the folders you selected when setting up). It does not do anything else like remove or edit your emails, just copy.
In order for it to work, you need to be using an IMAP connection on all devices that you use to view/send emails. This includes laptops, computers, mobiles or tablets.
A bit about IMAP...
Using IMAP instead of POP3 means emails sent or received are stored on the server, not on the local device. POP3 was the common way to connect to mail servers back when server storage costs were high and there was little need to view emails on more than one device. Today, due to mobile devices, users have multiple ways to view their emails and need to see the same incoming and outgoing emails on whatever devices they use.
If you use an Exchange server, you don't need to worry about changing the way your devices connect, however you still need to ask your mail provider to open an IMAP port and find out what address or IP to use (you can then follow the setup guide below).
Setting up your devices...
You should be able to check the connection your device uses by finding the settings page for the mail account.
If you are using IMAP or an exchange server, then you can skip this section. If you are using POP3 then you will need to disable the account and create a new one. If this is on a phone or tablet, then normally there is an option to disable it. If it is a program such as Outlook, Mac Mail or Thunderbird then you can disable the send/receive functions. This ensures you keep your old mail on the local machine but do not connect to the server any more. Remember to archive any old account.
You can now create a new account with IMAP selected as the connection method. You might need to speak with your mail provider to find out the IMAP connection details.
If you are not sure what to ask them, copy and paste the following text into an email:
We want to connect a new device using IMAP. Please can you send me the following information:
- Mail server address:
- Any security? (SSL/TLS/None):
If you use a web based mail provider, we have listed some of the common ones below with links to their IMAP settings (focus on the settings for Incoming mail (IMAP)).
- Outlook.com - Click on Apps that support IMAP and SMTP link
- Office 365 - Use the IMAP4 settings
Once you have changed your devices to use IMAP, you are now ready to connect Salpo CRM to your mail server.
Finding the Email connector set-up
Click the Username drop-down at the top right corner of the system header and select Integrations
Click the Setup button to add/connect a new account or Click the Email account link within the badge to edit a password to the email account that is already connected or to view the connection status of an existing email account.
Setting up the Email connector
Below is a step-by-step guide on setting up the IMAP connector. Before you start please ensure you have the following information available:
- Mail server address
- Security (SSL, TLS or no security)
- Port: (Normally SSL = 993 or TLS or no security = 143)
- Your email address
- Your email username (normally your email address. Exchange users might have a different username)
- Your email password
Enter your email account credentials. You might need to get these from your mail server company or if it is a cloud-based mail service, then you should be able to find out the credentials from a search online. We've included a few links above of the more common cloud-based providers.
If your credentials are valid, a list of your email folders will display on the right. Select the folders you want to sync. We recommend selecting at least your inbox and your sent folder.
Emails will start to come in every 5 minutes. The connector will gather every historical email up to a year so it might take some time for it to catch up to the present. Remember, any email address that is not recognised will be added to the Lost Communications area in Salpo CRM. Try to manage this page, otherwise, emails will remain there rather than against a contacts page (it's a good way to build up your contact list too!).
If you are experiencing any issues when connecting your email and you are using Gmail, please refer to our Gmail troubleshooting guide for help:
If you have any questions please add a comment below, we always try to answer as quickly as possible.