Leads Email Integration and Automation

Email integration can check a mailbox periodically and create Leads from incoming emails. An administrator with access to the mailbox settings and permission to manage system integrations must configure it.

Adding a New Mailbox

1. Open Leads → Email Integration.
2. Click New record.
3. Select the retrieval method: IMAP, Microsoft 365, or Gmail (if the respective integration is enabled).
4. Enter the email address and server login credentials.
5. For IMAP, select the encryption type (TLS, SSL, or no encryption) and specify the port.
6. Set the check frequency.
7. Select the default source, stage, and assignee or assignee group.
8. Configure the email parsing template and test the connection.
9. Only after a successful test, enable the Active flag and save.

Do not copy passwords or other sign-in credentials into notes, instructions, or screenshots. Test the integration first in a separate email folder using test messages.

Email processing options

The form allows you to specify whether to read only unread emails, delete the email after import, leave it unread, automatically make the record public, process attachments, and register newsletter consent.

Deleting an imported email from the mailbox means losing an extra copy of the original. Align your email retention policies before enabling this option.

Recurring emails

The integration can automatically create sales records. You can choose whether to create a record after converting the initial email.

For recurring emails from the same sender, you can:

• change the record stage;
• create a new record;
• create a new record even if the entry has already been converted;
• set a time interval during which no new duplicate is created.

Align these rules with your sales process to prevent a single email conversation from creating multiple identical records.

Email data recognition

The template supports variables for email, phone, city, address, name, company, description, and a text-end marker. The template must match the structure of incoming emails. If the format of the website form email changes, update this template as well.

The email blacklist allows you to ignore unwanted senders or addresses. System and email notification settings determine who is notified about a new record.

Post-activation check

Send a test email and verify the following:

• only one record is created;
• the name, company, email, and phone number are correctly recognized;
• the default stage, source, and assigned owner are correctly set;
• required attachments are present;
• only the expected notifications are received;
• how a second email from the same sender is processed;
• if record creation fails, the original email remains for reprocessing;
• after successful processing, the email is marked, moved, or deleted exactly as configured.

If the integrations list is empty, first set up the mailbox connection and verify the login. Activate automatic scanning only after a successful test email run.

Related articles

• Leads Import and Bulk Actions
• Leads Map