Before You Begin
Admin Access: You must have Administrative permissions to access the Mail Converter settings.
Email Credentials: Ensure you have the login details for the mailbox you intend to link.
Authentication Note: If you are not using a standard Google or Office 365 account, you may need your server's IMAP/POP3 settings.
Click on “Settings”: Locate and click the gear icon on the left-hand side of your dashboard to open the main configuration menu.
Click on “CRM Settings”: From the resulting dropdown or sidebar menu, select CRM Settings to access the backend administration panel.
Click on “Other Settings”: Look for the Other Settings category, typically positioned on the right-hand side of the CRM Settings screen.
Choose “Mail Converter”: Select Mail Converter from the dropdown list to open the mailbox integration dashboard.
Select “Create Mailbox now”: Click the blue button in the center of the screen to start a new setup.
Note: If a mailbox has been linked previously, click the +Add MailBox button in the top right-hand corner instead.
6. Choose your mailbox: Under the Select Account field, choose the specific provider or account type you would like to integrate (e.g., Gmail, Outlook, or Custom).
7. Authenticate your account: Depending on your provider (Office 365 or Google), a pop-up will appear. Sign in with your credentials and grant the CRM permission to access your mailbox.
8. Click “Next”: Once the system displays a “Successful” authentication message, click the Next button at the bottom of the screen.
9. Select folders to scan: Choose the specific folders in your inbox (such as Inbox or Sent) that you want the CRM to monitor for new data.
10. Click “Finish”: Click the Finish button at the bottom to save your configuration and activate the converter.
Verification / Expected Result
Once active, the Mail Converter will begin scanning your selected folders. You can verify the setup by sending a test email to that address; within a few minutes, the CRM should automatically create the designated record (such as a new Lead) based on your configured rules.
Troubleshooting / Common Errors
Authentication Failed: If using a non-OAuth provider, ensure you are using an App Password rather than your standard account password if Multi-Factor Authentication (MFA) is enabled.
Emails Not Converting: Double-check that you have selected the correct folder in Step 9. If the email goes to a folder not selected for scanning, the CRM will ignore it.
Server Connection Timeout: Ensure your firewall or email provider is not blocking the CRM’s IP address.