Email Sync

  • Read more about using Email Sync here.

How to set up email sync

Log into FunnelBud and set up sync here.

If you're using the Custom tab, you need these details.

For special methods, check out these links:

Once the set up is complete you will see the following icon next to your user profile (link to user settings)

Special Use-Cases

What if our organization only wants to sync specific emails, instead of all emails?

Handling this is rather simple. Create a folder in your Inbox and Sent Items called "Incoming/Outgoing Synced Emails" (or whatever name you prefer). Then, when setting up Email Sync using the standard, select these folders instead of your Inbox and Sent Items. From there, you can simply move any emails that you want to sync into one of these two folders.

FAQ:

Which emails will be synced?

  • Emails will only sync if there is lead already within the system, the email syncing tool will not sync any emails that do not already have contacts in FunnelBud. Email syncing will also only pull historical emails once when email sync is set up, or if the sync is disconnected and re-connected.

  • If a new lead is added while email sync is active, their historical emails will not be synchronized, but new emails from that point onward will.

  • FunnelBud will only sync the two folders you specify when setting it up - one for incoming and one for outgoing email. If the same email is moved into, out of and then back into one of the synced folder, it will still only appear once in the Life of the Lead.

  • FunnelBud does not sync internal emails by default - this can be turned off in your Company Profile

  • FunnelBud can blacklist emails to prevent them from being synced. You can specify an entire email domain or specific email addresses to be blacklisted under Settings > User Email Settings > Email Blacklist


What is the date on Synced emails?

  • The date in the Life of the Lead will be the date that the email was delivered / received.


How often are emails synced?

FunnelBud checks for new emails roughly every 5 minutes, however it can take 24-72 hours to sync under certain extreme cases.


What data does FunnelBud access within your email account?

  • FunnelBud only sees data from your Inbox and Outbox (or whichever two folders you specify for incoming or outgoing emails), it doesn’t scan any other folders.

  • FunnelBud will only look at the metadata of emails in these folders, but can only see the content of the email if the contact is in FunnelBud.


How does FunnelBud store your email password?

Passwords are stored in an encrypted form in FunnelBud's database, which cannot be used without the encryption keys. This is the industry standard method of storing any type of passwords. FunnelBud also handles passwords entirely within their own system, no third party processors are involved in the handling of password information.

Troubleshooting

What do the error messages mean?

Cannot authenticate to IMAP server: AUTHENTICATE failed

      • Either the login name or the password you have entered is incorrect.


Cannot authenticate to IMAP server: [ALERT] Invalid credentials (Failure)

      • The error appears to be a way for Google Apps to protect against:

          • Robots or automated scripts

          • Stopping and halting abnormal bandwidth utilization (upload and download)

          • Abusing account activity (such as using Google Apps as a storage space drive)

          • Transferring another mail account to Google Apps

          • Incorrect password inputs


Cannot authenticate to IMAP server: [ALERT] Please log in via your web browser


The following errors may be due to the server configuration options that you are using. Contact your administrator for more details.

      • Cannot authenticate to IMAP server: [AUTHENTICATIONFAILED] Authentication failed

      • Cannot authenticate to IMAP server: [AUTHENTICATIONFAILED] Invalid credentials (Failure)

      • Cannot authenticate to IMAP server: [CLOSED] IMAP connection broken (authenticate)

      • [CLOSED] IMAP connection broken (server response)


What to do if emails stopped syncing?

  • Check the status of your email sync.

  • If it's Inactive, please reconnect. An inactive status is often caused by expired login credentials.


What to do if not all emails are syncing?

  • Check which emails are syncing and which are not.

  • If only incoming emails are syncing, there's a problem with the Outbox settings. In this case, the sync cannot find the mail folder that was mapped to Outbox. Please reconnect and sync the correct Outbox folder.

  • If only outgoing emails are syncing, check the Inbox connection.

  • If you're using Office 365: The default inbox is Inbox and default outbox is Sent Items. If you have customized your mailboxes, make sure to map Inbox to the folder that receives incoming emails you want to sync and map Outbox to the folder of outgoing emails you want to sync.


Using custom folders like the one here might cause problems with the Mail Sync. Always advise customers to keep the emails they want to sync in the default inbox/sent items folders.

Written By: Sam Koekemoer