Email Integration

Email integration connects your email accounts to Angage CRM, enabling automatic lead capture, email tracking, and seamless communication management.

Overview

Email integration enables you to:

• Connect multiple email accounts
• Automatically create leads from emails
• Track email communications
• Sync sent and received messages
• Use email templates for consistency

Accessing Email Integration

Navigate to Settings → CRM → Email Integration to configure email accounts.

Supported Email Providers

Supported Platforms

Provider	Protocol	Authentication
Gmail	IMAP/API	OAuth 2.0
Outlook	IMAP/API	OAuth 2.0
Office 365	IMAP/API	OAuth 2.0
Yahoo	IMAP	Password
Exchange	IMAP/EWS	Password/OAuth
Generic IMAP	IMAP	Password

Connection Methods

OAuth 2.0 (Recommended)

• Secure token-based authentication
• No password storage required
• Automatic token refresh
• Supports Gmail, Outlook, Office 365

IMAP/Password

• Traditional username/password
• Encrypted password storage
• Works with any IMAP server
• May require app-specific passwords

Setting Up Email Accounts

Connecting Gmail

1. Go to Settings → CRM → Email Integration
2. Click Add Email Account
3. Select Gmail
4. Click Connect with Google
5. Sign in to your Google account
6. Grant requested permissions
7. Configure sync settings
8. Save connection

Gmail Security

If using a Google Workspace account, your administrator may need to enable third-party app access.

Connecting Outlook/Office 365

1. Click Add Email Account
2. Select Outlook or Office 365
3. Click Connect with Microsoft
4. Sign in to your Microsoft account
5. Accept permissions
6. Configure settings
7. Save connection

Connecting Generic IMAP

1. Click Add Email Account
2. Select Generic IMAP
3. Enter server details:
   • IMAP Host - Server address (e.g., mail.example.com)
   • Port - Usually 993 for SSL
   • Encryption - SSL/TLS recommended
   • Username - Email address
   • Password - Account password or app password
4. Test connection
5. Save if successful

How-To Guides

How to Configure Auto Lead Creation

Enabling Auto Lead Creation

1. Open email account settings
2. Enable Auto Create Leads
3. Configure rules:
   • Default Lead Stage - Initial stage for new leads
   • Default Lead Source - Source attribution
   • Lead Score - Initial score value
   • Assigned User - Default owner

Lead Parsing Rules

Define what makes a valid lead:

Inclusion Rules:

• Subject contains keywords
• From domain patterns
• Has attachment types

Exclusion Rules:

• Internal domain emails
• Newsletter addresses
• Auto-reply patterns
• Specific senders

Example configuration:

Include emails where:
- Subject contains "quote", "pricing", "inquiry"
- OR From domain NOT in internal_domains

Exclude emails where:
- From contains "noreply", "newsletter", "automated"
- OR Subject contains "Out of Office", "Undeliverable"

How to Set Up Email Sync

Sync Configuration

1. Open email account
2. Go to Sync Settings
3. Configure options:

Setting	Description
Inbox Folder	Folder to monitor
Processed Folder	Where to move processed emails
Sync Frequency	How often to check (5-60 min)
Mark as Read	Mark emails after processing
Delete After Import	Remove from mailbox

Sync Scope

Choose what to sync:

• All emails
• Unread only
• Specific date range
• Matching criteria only

How to Use Email Templates

Creating Templates

1. Go to CRM → Email Templates
2. Click New Template
3. Enter:
   • Template name
   • Subject line
   • Email body
4. Add personalization tokens
5. Save template

Template Tokens

Available personalization:

• {contact.first_name} - Contact first name
• {contact.email} - Contact email
• {company.name} - Company name
• {user.name} - Sender name
• {user.signature} - Email signature
• Custom field tokens

Using Templates

When composing email:

1. Click Insert Template
2. Select template
3. Tokens auto-populate
4. Edit as needed
5. Send email

How to Track Email Communications

Automatic Tracking

When enabled, the system tracks:

• Emails sent from CRM
• Emails received (via sync)
• Opens (with tracking pixel)
• Link clicks
• Replies

Manual Email Logging

For emails sent outside CRM:

1. Open contact/lead/opportunity
2. Go to Activities
3. Click Log Email
4. Paste email content
5. Set date/time
6. Save activity

Email Activity View

View all email history:

• Chronological timeline
• Filter by sent/received
• Search content
• Link to related records

How to Manage Multiple Email Accounts

Account Organization

For sales teams:

• Each user connects their account
• Shared mailboxes for teams
• Support inbox for tickets
• Marketing for campaigns

Account Permissions

Configure who can access:

• Personal - Only account owner
• Team - Specific team members
• All - Anyone with CRM access

Default Account

Set per user:

• Primary sending account
• Signature preferences
• Reply-to settings

Advanced Features

Email Parsing Intelligence

Smart Lead Extraction

System automatically extracts:

• Sender name and email
• Company from email domain
• Phone numbers in body
• Signature information

Contact Matching

Incoming emails match to:

• Existing contacts by email
• Leads by email
• Customers by domain

Canned Responses

Creating Canned Responses

1. Go to CRM → Canned Responses
2. Click New Response
3. Enter:
   • Response name
   • Category
   • Content
4. Add shortcuts
5. Save

Using Canned Responses

In email composer:

• Type shortcut (e.g., /thanks)
• Or click Insert Canned Response
• Select from list
• Content inserted at cursor

Email Sequences

Setting Up Sequences

Automated follow-up emails:

1. Create sequence
2. Add email steps
3. Set delays between
4. Define exit conditions
5. Assign to leads/contacts

Sequence Management

• Pause/resume sequences
• Skip individual steps
• Manual override
• Performance tracking

Best Practices

🔐 Security

• Use OAuth when available
• Enable 2FA on email accounts
• Use app-specific passwords
• Regular token refresh

📧 Deliverability

• Authenticate your domain
• Warm up new accounts
• Monitor bounce rates
• Keep lists clean

🎯 Lead Capture

• Set clear parsing rules
• Review captured leads regularly
• Refine exclusion patterns
• Train team on manual logging

📊 Organization

• Use folders for processing
• Archive old emails
• Regular cleanup
• Consistent naming

Configuration

Email Account Settings

Navigate to Settings → CRM → Email Integration:

• Default Sync Interval - Check frequency
• Lead Creation Rules - Default behavior
• Tracking Settings - Opens, clicks
• Signature Management - Default signatures

Domain Authentication

For optimal deliverability:

1. SPF Record - Authorize sending servers
2. DKIM - Sign outgoing emails
3. DMARC - Policy enforcement

Email Limits

Configure sending limits:

• Daily send maximum
• Hourly rate limits
• Batch size settings
• Throttling rules

Troubleshooting

Common Issues

Cannot connect email account

• Verify credentials
• Check server settings
• Enable IMAP in provider
• Allow less secure apps (if needed)
• Check firewall/proxy

Emails not syncing

• Verify account is active
• Check sync settings
• Review folder permissions
• Check for errors in sync log

Leads not being created

• Review parsing rules
• Check exclusion patterns
• Verify auto-create enabled
• Review error logs

Duplicate leads created

• Enable duplicate detection
• Check matching rules
• Review existing data

Email tracking not working

• Verify tracking enabled
• Check for email client blocking
• Review tracking domain setup

Sync Status

Check sync health:

1. Go to email account
2. View Sync Status
3. Check:
   • Last sync time
   • Emails processed
   • Errors encountered
   • Leads created

Next Steps

Learn about Activity Tracking to manage all customer interactions in one place.