Leads Email Integration

The Leads Email Integration is a powerful feature of Thulo Cloud that allows you to integrate leads from your email address. By setting up an email forwarder from any form you are using, you can automatically receive leads into Thulo Cloud.

Example: If you are using 4 forms on different websites, you can set up forwarders in your cPanel to forward emails from any of these forms to the leads email address configured in Setup -> Leads -> Email Integration.

Important: This feature is sensitive, so please read the following instructions carefully.

Recommended Setup

• Start with a new, dedicated email address for leads integration forwarding. This email account should only be used for this purpose and should not be used for replying to or composing emails. It is your responsibility to manage any unwanted results.

Configuration Steps

1. Navigate to Setup -> Leads -> Email Integration.
   

2. By default, this feature is inactive. Once configured, you can activate it so the cron job can process any found emails.

Email Integration Settings

• IMAP Server: Your leads email IMAP Server.
• Email Address: (Login)
• Password
• Encryption: (SSL/TLS/No Encryption)
• Delete Email After Import: If checked, the email will be deleted after a successful import.
• Auto Mark as Public: Automatically mark this lead as public. Public leads are visible to all staff members.
• Folder: Default is INBOX. If you are using Gmail, do not change this to another folder like Social, Forums, or Updates; leave it as INBOX.
• Check Every (minutes): The cron job will check for new emails every X minutes set here. It is recommended that this field is set to more than 10 minutes. Do not hard change this in the database.
• Only Check Unopened Emails: By default, the cron job will only check unopened emails. After checking, the email will be marked as opened to prevent it from being checked again. This prevents rechecking all emails repeatedly, which could slow down the process if you have many emails.
• Default Source: Source to be added after lead import, e.g., Email Integration.
• Default Status: The default status to be assigned after import.
• Responsible for New Lead: Automatically assign responsibility for this lead.

Notifications

• Notify When Lead Imported: Receive notifications when a new lead is imported from email integration.
• Notify if Lead Sends Email Multiple Times: Receive notifications if a lead sends multiple emails. If a lead already exists in the database, you can view all emails from this lead. If this option is checked, you will be notified of multiple emails.
  • If the lead status is CLIENT, no emails will be saved in the database.

Notification Settings

• Staff Members or Specific Staff Members: Specify who should be notified. If no staff or roles are selected, no notifications will be sent even if the above notification fields are checked.
• Admins: Admins will not be notified of lead imports unless specifically checked.

Final Steps

After setting up all fields, SAVE the email configuration and test the connection by clicking the TEST IMAP CONNECTION button on the right side.

Authentication Failures

If authentication fails, consider these potential causes:

• Incorrect username or password
• Connection diverted to a different server
• Specified authentication without encryption

Common Issues with Gmail or G Suite:

• Invalid username or password: Ensure you have turned on "Less Secure Apps" if using Gmail or G Suite. First, check if your password is correct.

G-Suite:

1. Sign in to the Google Admin console.
2. Click Security > Basic Settings.
3. Under Less Secure Apps, select Go to Settings for Less Secure Apps.
4. In the subwindow, select the Allow users to manage their access to less secure apps radio button.

For more information:

• Google Product Forums
• Google Support

Gmail Regular Account:

1. Log in to your user account.
2. Visit: Google Account Security Settings
3. Toggle on.

2 Factor Authentication Enabled: If you have enabled 2-factor authentication on your Google Account, you must generate an application password and enter it in the password field. How to Generate App Password

Additional Notes

• After a lead is imported, the email will be marked as opened.
• This feature does not auto-populate lead fields except for the email and name. If the sender has set up a NAME in their email client, it will be auto-populated; otherwise, the email will be used as the name.
• To populate additional fields, format your email HTML as explained here.
• Set a lead to junk if it is not relevant to prevent double importing. If you delete the lead and it sends another email, it will be imported again. It is better to set it to junk.
• If you uncheck Only Check Unopened Emails, all emails will be rechecked repeatedly.
• If the email integration feature is active and the cron job cannot connect to the IMAP server, activity will be logged. Check the activity log under Utilities -> Activity Log for [CRON] Failed to connect to IMAP lead email integration.
• If a lead exists in Thulo Cloud with a status of junk, the email won’t be saved in the database, and no notifications will be received.
• If the lead is manually added to Thulo Cloud, you will be notified if this lead sends an email. The email subject and body will be logged into the lead profile.
• Any attachments found in the email will be auto-imported for this lead.

Importing Emails from an Existing Email Address

If you prefer not to use a brand new email address for this feature, configure the leads email integration differently:

1. Uncheck Only Check non opened Emails.
   
2. Navigate to Setup -> Email Templates and disable the template New Lead Assigned to Staff Member to prevent notifications when a lead is assigned.
   
3. If you have a large number of emails, uncheck all notification settings to avoid receiving multiple notifications in the CRM.
4. Let the cron job run once to check all emails. After all leads from your email are imported, revert the settings to the ones mentioned above.