Leads Email Integration is a powerful feature in Nexved CRM that allows you to automatically import leads directly from your email inbox. This functionality can be particularly useful when you're receiving leads through contact forms or other email sources and want to integrate them into your CRM seamlessly. You can set up email forwarders from various forms on different websites and have the leads forwarded to the email account configured for integration with Nexved CRM.
How Leads Email Integration Works
You can use email forwarders to automatically forward leads from different forms or websites to a dedicated email address in Nexved CRM. Here's how it works:
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For example, if you have multiple contact forms on different websites, set up forwarders in your email account (e.g., via cPanel) to forward emails to a specific "Leads Email" that you configure in Setup -> Leads -> Email Integration in Nexved CRM.
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Once the emails are forwarded, Nexved CRM will automatically process the incoming emails and create leads based on the email content.
Setting Up Leads Email Integration
1. Navigate to Email Integration Settings
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Go to Setup -> Leads -> Email Integration in Nexved CRM.
2. Configure Your Email Integration
By default, the email integration feature will be inactive. To set it up, you'll need to fill out the following fields:
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IMAP Server: Enter your IMAP server (this is the server Nexved CRM will connect to in order to fetch your emails).
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Email Address (Login): Enter the email address that will be used for leads email integration.
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Password: Enter the password for the email account.
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Encryption: Choose the appropriate encryption (SSL/TLS/No Encryption) based on your server settings.
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Delete Email After Import: Check this option if you want Nexved CRM to delete the email after it successfully imports the lead.
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Auto Mark as Public: If enabled, the lead will be marked as "public" and visible to all staff members by default.
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Folder: By default, this is set to INBOX. For Gmail, this should not be changed, as Gmail categorizes emails into different folders such as Social, Forums, and Updates.
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Check Every (minutes): Set the frequency (in minutes) for Nexved CRM to check for new emails. It’s recommended to set this interval to at least 10 minutes to avoid performance issues.
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Only Check Non-Opened Emails: By default, Nexved CRM will check only emails that have not been opened yet. This ensures that emails are not reprocessed multiple times.
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Default Source: Specify the default source for leads imported via email integration (e.g., Email Integration).
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Default Status: Define the default status to be assigned to imported leads (e.g., New, Qualified, etc.).
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Responsible for the New Lead: Set the staff member responsible for handling the new leads.
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Notify When Lead Imported: Enable this option if you want to be notified when a new lead is imported.
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Notify if Lead Sends Email Multiple Times: This option will notify you if a lead sends multiple emails. If the lead already exists in the CRM, the system will log all emails sent by that lead. (Note: If the lead status is "Client," no emails will be saved to avoid redundant data).
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Notification (Staff Members or Roles): You can set up notifications for specific staff members or roles. Admins will not be notified unless selected here.
3. Test Your Email Connection
Once you’ve configured the settings, make sure to click the "Test IMAP Connection" button to check if the configuration is correct and the connection to the IMAP server is successful.
Authentication Failures and Troubleshooting
If you encounter authentication issues, there are several potential causes:
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Incorrect Username/Password: Double-check that the email and password provided are correct.
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Incorrect Encryption Settings: Ensure that you have selected the correct encryption type (SSL/TLS).
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Less Secure Apps (For Gmail or G Suite): Gmail and G Suite often block connections from apps they consider "less secure." To resolve this:
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G-Suite: Sign in to the Google Admin Console, go to Security > Basic Settings, and enable Less Secure Apps access.
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Gmail: Visit Google’s Less Secure Apps settings and toggle it on.
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2-Factor Authentication (2FA)
If you have enabled 2FA on your email account (such as Google), you will need to generate an App Password and use that in place of your regular password for email integration.
Important Notes About Email Integration
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Lead Fields: After a lead is imported, only the email and name will be auto-populated. The system will try to extract the name from the email client, but if no name is specified, it will use the email address as the lead name.
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Duplicate Leads: If the email sent is not accurate or if the lead is imported incorrectly, you can set the lead to junk to avoid duplication. If the lead sends another email, it will be re-imported unless marked as junk.
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Activity Logs: Any issues with the email integration or failed connections will be logged in Utilities -> Activity Log. Look for entries like "[CRON] Failed to connect to IMAP" to troubleshoot.
Handling Existing Email Addresses
If you prefer to use an existing email address for the integration instead of setting up a new one, follow these additional steps:
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Uncheck "Only Check Non-Opened Emails": This will allow Nexved CRM to check all emails in your inbox.
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Disable the Email Template for New Leads: To prevent excessive notifications, go to Setup -> Email Templates and disable the template for new leads being assigned.
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Minimize Notifications: If you have a large number of emails, consider disabling notifications temporarily to avoid overwhelming your CRM with alerts.
Once the leads have been imported, you can revert the settings back to their original configuration.