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Integrating email to Pipeliner using IMAP
Integrating email to Pipeliner using IMAP

Learn how to integrate your IMAP enabled email account with Pipeliner CRM. When connected, emails sent and received will appear in feeds.

Updated over a week ago

PRE-REQUISITES: In order to use this integration, you will need to have a Pipeliner Cloud subscription and be using Microsoft Exchange Server 2013 or later with IMAP enabled.

NOTE: IMAP integration will NOT work with Office 365 accounts due to changes made by Microsoft.

Please follow these Setup Steps

Click on the "Avatar (Photo)" icon on the upper right corner & then click “Settings” ⤵

Click “Activate” beside IMAP ⤵

NOTE: Please be aware you can not connect IMAP if you have our Gmail integration or Microsoft Exchange Email integration already switched on.

Enter your details into following details into the corresponding fields:

  • IMAP Server 

  • Port 

  • Encryption 

  • Username 

  • Password 

NOTE: Your IMAP Server and Port may be unique to your organization. Please contact your internal IT department for assistance if you receive errors ⤵

If you receive an error when submitting this information, open your email and you should receive an email from your email provider regarding security information.

Click “Next” ⤵

Select if you would like your emails to be linked to contacts and/or accounts. We recommend that you leave both of these checkboxes ticked for greater visibility of emails. Click “Finish” to finish and close Imap Wizard

How to see your emails within Pipeliner CRM

When you send an email to or receive an email from a contact, a copy of the email is then stored under the "Feeds" tab for that Contact (or Account) in Pipeliner. 

NOTE: The email address must be exactly the same as on a Contact’s record in Pipeliner and must be saved in Pipeliner before the email is sent or received.

All emails are accessible in the "Feed" section of the account/contact in chronological order. This way you can track the email communication directly in Pipeliner.

Allow a few minutes for emails to appear in the Feed. Incoming copies of emails appear in Pipeliner after they have been transferred from your email client via the cloud server during synchronization of Pipeliner.

All users in Pipeliner who have the rights to view the Contact (or Account) will also have rights to view all the emails linked to that Contact.

If you quickly move emails out of the Inbox and Sent Items folders that you linked to while setting up the IMAP integration, emails will not be able to be copied into Pipeliner. You’re fine to move emails into custom folders but make sure that you can see them in Pipeliner first or leave it a couple of hours before doing so to be sure!

No historical emails will be copied into Pipeliner — only those you send and receive after the integration has been activated for your IMAP email account.

NOTE: Emails will be linked for all users who have activated the email integration. Emails between colleagues (Pipeliner users) will not be captured and Pipeliner Admins also have the ability to exclude all emails from specific domains in the Admin Module › Settings tab in the "Email Domain Blacklisting" section ⤵

Open a Contact Record and ensure an email address is listed.

NOTE: Email addresses must be saved on each contact record which you want to see your emails on ⤵

Send an email to the email address in your contact record from your integrated email account.

Email will appear in the Feeds section in your contact record. You will also be able to use your Feed options to make them visible on the Feed of any Leads or Opportunities that the Contact is related to. Emails you send to this contact will appear here as well ⤵

For Administrators Only

If your users cannot select IMAP integration from their settings, you will need to switch it on for your Pipeliner space.

Enter the Admin Module — from the Pipeliner CRM Application, click on the App Switcher in the top left corner ⤵

NOTE: Only Administrators will see the Administration menu.

Click on the Automation Hub tab and check that "IMAP Email" is running in the "My Apps" section. If not, find it in the "Most Popular" section and click on "Add for Free" to activate it.

Then go back to the App by clicking on the App Switcher in the top left corner again and selecting "CRM Application".

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