Email Integration

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What is the Email Integration function?

Use this feature to view emails you've sent and emails sent to you through the lead manager via your business email address.

To maintain the highest level of privacy and security, conversations will only be recorded if the lead’s email address is available within your CRM/Lead Manager.

The email integration is broken into 2 parts:

Sending Email from CRM

Records outgoing messages in email correspondence between agents and leads

Email Sync

Records incoming messages in email correspondence between agents and leads

Real Geeks has 3 different options for integration with the Lead Manager:

  • Gmail/Gsuite Integration
  • Microsoft
  • Other SMTP (Email) Settings

How to Integrate Gmail/Gsuite

Sending Email from CRM (Outgoing):

1. Go to the Email integration tab in your CRM (HERE)

2. Press the “Setup Now” button setup_now.png under “Sending Email from CRM”

3. Select the “Gmail” icon

select_gmail.png

4. Click “Link Gmail” link_gmail.png

5. Select your Google Account, or log in with a new account

6. Read through the “Sign in with Google” Form and click “Allow” allow.png

Email Sync (Incoming) - MUST COMPLETE SENDING EMAIL FROM CRM FIRST:

1. Click the “Setup Now” setup_now.png button under “Email Sync”

2. Select which emails that you would like to be recorded

  • All leads: leads who you speak with, regardless of whether you are assigned that lead
  • Only My Leads: leads who are assigned to you in the CRM and you are communicating with

3. Press “Sync Email” sync_email.png

How to Integrate Microsoft

Sending Email from CRM (Outgoing):

1. Go to the Email integration tab in your CRM (HERE)

2. Press the “Setup Now” button setup_now.png under “Sending Email from CRM”

3. Select the “Microsoft” icon

select_microsoft.png

4. Click “Link Microsoft” link_microsoft.png

5. Follow the steps to log in to your Microsoft email account (using the same login credentials to get in to your email)

6. Read through the “Sign in with Microsoft” Form and click “Yes” yes.png

Email Sync (Incoming) - MUST COMPLETE SENDING EMAIL FROM CRM FIRST:

1. Click the “Setup Now” button setup_now.png under “Email Sync”

2. Select which emails that you would like to be recorded

  • All leads: leads who you speak with, regardless of whether you are assigned that lead
  • Only My Leads: leads who are assigned to you in the CRM and you are communicating with

3. Press “Sync Email” sync_email.png

How to Integrate a Yahoo Email

Yahoo/ AOL has recently beefed up their security so in order to integrate it with the CRM, the client ( or you) will need to do a couple of extra steps first.

1. Head over to mail.yahoo.com and click on the profile picture in the upper right-hand corner. Then, select account info.

yahoo_account_info_1.png

2. This should have taken you to the account info page, now you will need to click on the account security tab.

yahoo_account_info_2.png

3. On the accounts security page, you will need to click on “Generate password for apps”.

yahoo_account_info_3.png

4. This will trigger a pop up to appear and in the drop-down menu, you will need to select “other app” from the list.

yahoo_account_info_4.png

5. Next, type in “Real Geeks” for the app name and press the “Generate” button. Your new app password should be available for you to use on the screen. Copy this password as this will be the password you use when setting up the email integration.

generate_app_password.gif

6. Now, Go to the Email integration tab in your CRM (HERE)

7. Click "Setup Now" setup_now.png

8. Select "Other SMTP"

select_other.png

9. Enter your yahoo email address and "App password" taken from Yahoo then press "Save"

How to Integrate AOL

Generating an App Password for a Microsoft account is useful if you're trying to connect the email integration with the Lead Manager and the client is using a Microsoft account that uses two-factor authentication (multi factor authentication).

How to generate the App Password

1. Login to myapps.microsoft.com

2. Click the profile button in the top-right of the page:

microsoft_account.png

3. Select Profile from the dropdown.

4. From the links on the right, select Additional Security Verification

security_verification.png

5. Click the App Passwords tab

app_passwords.png

6. Click the Create button, then give the App Password a name.

7. Copy the password that's generated.

Using the App Password

Instead of using the client's regular email account's password, use the App Password that you generated instead. Use this password for both the Email Integration and the Email Sync. 

Things to Keep in Mind

  • Records outgoing emails to and from leads sent outside the CRM.
  • This feature requires you to set up either the GMail or Microsoft email integration for sending email above.
  • IF YOU HAVE A MICROSOFT ACCOUNT: In order to use the RG Email Sync with a Microsoft account, you must re-link your account above. Please click on 'Edit Settings' and 'Unlink Microsoft', then re-link your account.
  • We highly recommend that you use your primary notification email (chris@realgeeks.com) with this feature.
  • Emails recorded by this feature are usually synced within 5 minutes.
  • Emails to/from leads that share the same email as you or any other agent/lender in your CRM will not be recorded
  • This feature will send copies of all your incoming/outgoing emails to Real Geeks but only emails to/from leads will be stored and recorded in the CRM. See our privacy policy for more info.
  • If at any time you wish to stop this service, disable the Email Sync and new emalis will not be sent to Real Geeks.

Legacy Email Sync via Context.IO

Our Legacy Email Sync with Context.io you are using was shut down on March 31st, 2019. You do not need to take any action but the service will no longer work after that date.

Unfortunately our new email sync feature only works with Google or Microsoft emails. In order to use it you must set up your domain to use Microsoft or Google as the email provider:

Disclaimer:

The permissions required to use email integration and sync are bundled with the permissions required to delete emails, set by your email provider. However, Real Geeks will not delete any of your emails. The software does not have the ability to delete emails.

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