Connect your own mailbox over IMAP and SMTP, read and send mail in NextCRM, and link messages to contacts and companies.
NextCRM works with your existing mailbox. You connect it once in your profile, and NextCRM copies your inbox and sent mail every 15 minutes. Each user connects their own mailboxes; nobody else sees them.
Connect a mailbox
Open Profile Settings from the menu under your name, then the Email Accounts tab.
Click Add Email Account.
Pick Connect Gmail or Other IMAP.
Fill in the form. For Gmail, the server fields are filled in for you.
Click Test Connection. When it succeeds, click Save.
Gmail needs a 16-character App Password, not your regular password. Create one in your Google Account under Security → App Passwords (the dialog links there), then paste it into App Password (16 characters). Your Google Account must have 2-Step Verification turned on to create App Passwords.
Enter your Gmail address in Username / Email. The Sent Folder Name is preset to [Gmail]/Sent Mail.
What gets synced
- The first sync copies the last six months of your Inbox and your sent folder. Later syncs fetch only new messages.
- Syncing runs every 15 minutes for active mailboxes. To sync right away, click Sync next to the mailbox in Email Accounts.
- To pause a mailbox, click its Active badge. It changes to Inactive and stops syncing. Click it again to resume.
- Delete removes the mailbox from NextCRM together with all its synced emails. Nothing is deleted on your mail server.
Automatic linking to the CRM
For each synced message, NextCRM compares the From, To, and Cc addresses with the email addresses of your contacts and companies. When an address matches, the message is linked to that contact or company. Bcc addresses are never used.
Keep contact and company email fields filled in so this works. Messages from a client also count as client activity for the automatic deal follow-up (see Automatic follow-up).
Read and send mail
Open E-mails in the sidebar. If you have no mailbox yet, the page links to your profile.
- Switch mailbox: use the account selector at the top left.
- Folders: Inbox and Sent.
- Filter: All mail or Unread. Opening a message marks it as read.
- Read: click a message in the list to show it on the right.
- New message: click Compose, fill in To, CC, Subject, and Message, and click Send. The mail goes out through the selected mailbox's SMTP server and appears under Sent.
- Reply and Forward: use the icons above an open message.
- Move to trash: hides the message in NextCRM. It stays on your mail server.
Some icons above a message, such as Archive, Move to junk, Snooze, and Reply all, have no function yet.