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Understanding Email Integration in ClearCRM (Setup > Leads > Email Integration)

This article explains the Email Integration feature from the Leads Setup for automatically converting incoming emails into leads.

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Written by Elvin Khudiyev
Updated over 3 months ago

What is Email Integration?

The Email Integration feature in ClearCRM allows businesses to automatically convert incoming emails into leads. This helps streamline lead generation by reducing manual data entry and ensuring that potential customers who reach out via email are captured in the CRM.

How It Works

  1. IMAP Server Setup – The user connects an email inbox via IMAP to fetch emails.

  2. Email Processing – The system checks for new emails at a set interval (e.g., every 10 minutes).

  3. Lead Creation – If an email meets the configured criteria, a new lead is created with default status, source, and assignment.

  4. Notifications & Assignments – The system notifies staff members and can assign leads based on predefined rules.

Key Fields & Terms Explained

  • IMAP Server – The mail server used to retrieve emails. IMAP (Internet Message Access Protocol) allows the CRM to read emails from the designated inbox without downloading them.

  • Email Address (Login) – The email account that the system will monitor for incoming messages.

  • Encryption (TLS/SSL/No Encryption) – Defines the security protocol for email retrieval. TLS and SSL encrypt communication for security.

  • Folder Retrieve Folders – Specifies which email folder(s) the system should check for new messages (e.g., "INBOX").

  • Check Every (minutes) – Determines how often the CRM will scan the email account for new messages.

  • Only check non-opened emails – Ensures that only unread emails are processed, preventing duplicate lead generation.

  • Create task if email sender is already a customer – Automatically creates a follow-up task for existing customers instead of generating a new lead.

  • Delete mail after import? – Removes emails from the inbox after they have been processed by the CRM.

  • Auto mark as public – Makes imported leads visible to all relevant CRM users.

  • Default Status, Default Source, Responsible for new lead – Defines the initial status, source, and assigned staff for newly created leads.

Conclusion

Email Integration in ClearCRM automates lead generation by converting emails into CRM leads, improving efficiency, and ensuring no potential lead is overlooked.

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