Connecting an email account
A mailbox is connected with a wizard: open Settings — Email and click Add. You go through the wizard once; after that, messages are collected automatically. Lead generation and access to colleagues' email are configured separately, after the connection is made.
Step 1. Choose a provider
Select your email service. If it is not in the list, click IMAP; in that case the server parameters are entered manually, as described on the IMAP page.
Step 2. Enter your login and password
In the Login field, enter your email address; in the Password field, enter your mailbox password. This is not your WorkZeal password; they are easy to confuse.
Cloud email services such as Yandex, Mail, Gmail, iCloud, and others do not let third-party programs into the mailbox with the regular password. For them, you need to create an app password and enter that password when connecting:
| Service | How to create an app password |
|---|---|
| Yandex | instructions |
| Gmail | instructions |
| Mail.ru | instructions |
| iCloud | instructions |
Your service is not in the table? Look for app password instructions from your email provider.
Step 3. Set up a signature
The signature will be inserted automatically into all outgoing messages.
Step 4. Import messages
Select Import messages from the last 3 months, and the system will import your earlier correspondence. Skip this step, and it will start collecting messages from the moment of connection.
Lead generation
When a message arrives, WorkZeal will add a client and create a task on its own, using the parameters you set. This setting is optional: you can skip it and come back to it later.
The rules are set in the For incoming messages to this account window, separately for two cases.
The sender's address is already in the database. Specify the task type, the responsible person, and the text the task will be created with.
The sender is not in the database. Here you set what to create (for example, a potential client), who will be responsible, which source to specify, as well as the task type and goal.
Warning
Lead generation should only be enabled on shared mailboxes that work in one direction, receiving incoming messages and collecting requests: sale@, orders@, and the like. On an employee's personal mailbox, it will turn all business correspondence into clients and tasks.
Note
It is better not to reply to incoming messages from mailboxes that have lead generation enabled (sale@, orders@, and others). Every outgoing message gets replies, and for the system these are new incoming messages, so lead generation will process them according to its rules. Unnecessary clients and tasks will start appearing in the database.
Use your personal corporate mailboxes for replies, for example sveta@.
Shared access to employees' email
You can give an employee access to their colleagues' correspondence: reading their messages and sending messages on their behalf. Both permissions are granted in the same window and are configured independently of each other.
How to grant access
- Open Settings — Email and click the Access to others card.
- In the Who to set up access for? window, select the employee you are giving access to other people's email.
- In the Give access to employees' email window, find the colleagues whose email this employee will be able to use, and turn on the toggles you need:
| Toggle | What it allows |
|---|---|
| See messages | read the colleague's correspondence |
| Send from | write messages on behalf of the colleague |
The permissions are independent: you can allow reading only, sending only, or both.
How an employee uses the access
Reading messages: expand the Inbox folder. Inside, you will find all the mailboxes available to you, both your own and those that were shared with you.
Sending on behalf of a colleague: when composing a message, click the sender field. A drop-down list of addresses opens; select the one you need.