Link Email Accounts (New Web)

Path: Callproof Support - New Website - Personnel_Settings_Menu - Link Email Accounts (New Web)

Email (Inbox, Outbox & Accounts)

Screen purpose: Connect your email account(s) to CallProof so your correspondence with contacts is synced and visible to your team, and browse the emails CallProof has matched to your contacts.

• Inbox — emails you received that CallProof matched to contacts

• Outbox — emails you sent that CallProof matched to contacts

• Accounts — connect / manage the mailboxes CallProof syncs (Google, Office 365, or Other/IMAP)

Browser titles: Inbox · Outbox · Email Accounts

Addresses: /em/ (Inbox) · /em/outbox/ (Outbox) · /em/accounts/ (Accounts)

Navigation: Personal Icon Hover → Link Email Accounts

File:EmailInbox.png

Email Inbox

How to open Email

Option A — Main menu

1. Sign in to CallProof.
2. Open Email / Email Settings (label may vary by company menu).
3. You land on the Inbox.

Option B — Direct address

1. Go to your CallProof site and add /em/ for Inbox, /em/outbox/ for Outbox, or /em/accounts/ for Accounts.
2. Press Enter.

Option C — Quick Links (on any Email screen)

1. Click the Quick Links button at the top right.
2. Choose Inbox, Outbox, or Accounts.

Permissions

• You must be signed in.
• You see your own synced emails; managers / market managers can pick another Sales Rep in the filter to view that rep's emails.
• Emails you sync are visible to other users on your CallProof team (stated in the connect policy).
• Email accounts you connect belong to you — you manage/delete your own from the Accounts screen.
• Company menu permissions control whether Email appears in the sidebar.

Why connect email matters

Action	Purpose	When to use it
Connect an account	Let CallProof match your emails to the right contacts automatically.	First-time setup, or adding a second mailbox.
Inbox / Outbox	See the full email history with a contact without leaving CallProof.	Prepping for a call or reviewing a deal.
Choose folders to sync	Control which mailbox folders CallProof reads.	Skip spam/archive; sync Inbox + Sent.
Schedule Historical Sync	Pull in older email (up to 1 year back) so past history appears.	Right after connecting a mailbox.
Re-Sync / Re-authenticate	Fix a mailbox that stopped syncing (password/permission changed).	When Sync Status shows a problem.

Inbox

File:EmailInbox.png

Inbox

Address: /em/

Columns

Column	What it shows
(icon)	Row marker / contact indicator
Received From	The contact/sender CallProof matched
Subject	Email subject (click to open the message)
(spacer)	—
Date	When the email was received

Steps

1. Open Inbox (/em/).
2. Browse received emails matched to your contacts.
3. Click a Subject to open the full message.
4. Use the Filter (funnel) to narrow by Sales Rep and/or date.

Outbox

File:EmailOutbox.png

Outbox

Address: /em/outbox/

Columns

Column	What it shows
(icon)	Row marker
Send To (Contact Personal Name)	The person you emailed
Send To (Contact Company Name)	Their company
Subject	Email subject (click to open)
Date	When the email was sent

Steps

1. Open Outbox (/em/outbox/).
2. Browse emails you sent that were matched to contacts.
3. Click a Subject to open the message.
4. Use the Filter to narrow by Sales Rep and/or date.

Filter Inbox / Outbox

File:EmailFilter.png

Filter Email

Filter fields

Field	Notes
Sales Rep	Managers/market managers can view another rep's emails; reps see their own
Date (Begin / End)	Limit to a sent/received date range

Steps

1. Click the Filter (funnel) icon.
2. Choose a Sales Rep (if you manage others).
3. Pick a Begin and/or End date.
4. Apply the filter to update the list.
5. Clear the fields to return to your own recent emails.

Tip: Filter choices are remembered for your session.

Open and read an email

Address: /em/msg/<code>/ (opened by clicking a Subject)

When you open a message you can see:

• From / To (linked to the matched contact where possible)
• Subject and Date
• The message body, with view options: HTML, Plain text, or Original
• Attachments, if any
• Previous / Next navigation between messages

1. Click a Subject in Inbox or Outbox.
2. Read the message; switch between HTML / Plain / Original if needed.
3. Open any attachments listed.
4. Use Previous/Next to move through messages.

Email Accounts

File:EmailAccounts.png

Email Accounts

Address: /em/accounts/

Columns

Column	What it shows
Sync Status	✔ synced · “Never Synchronized” · a warning if it failed (with failure count)
Email	The address, with Last Sync and Last Historical Sync details; Re-Sync Folders / Re-authenticate appears when there is a problem
Email Connection Type	Google / Office 365 / Other, plus historical-sync duration and Refresh Folders
Hostname:Port	Server details, folder selection, and Schedule Historical Sync
Actions	Edit and Delete

Add an email account

Choose provider

Purpose: Connect a mailbox so CallProof can sync it.

Steps

1. On Accounts, click + Add Account.
2. Choose a provider: Google, Office, or Other.
3. Read the “what to expect when you connect” policy for that provider.
4. Click Agree.
5. Google / Office: sign in and approve access in the provider window; you return to Accounts.
6. Other (IMAP): fill in the connection form and Save (see below).

Google/Office note: CallProof uses the provider's OAuth sign-in — you approve read access; CallProof does not store your provider password.

Add / edit an “Other” (IMAP) account

File:EmailOtherAccount.png

Other provider form

Fields

Field	Notes
Email Address	The mailbox address (required)
Username	Must be the same as the email address
Hostname	Your mail server (required)
Port	Server port (required)
Password / Confirm Password	Must match
Protocol	Choose the email protocol (required)

Steps

1. Choose Other → Agree.
2. Enter address, username (= address), hostname, port, password + confirm, and protocol.
3. Save.
4. CallProof begins syncing; check Sync Status on Accounts.

Edit: click the Edit (pencil) on an account to change these details; saving resets the sync so folders re-check.

Choose which folders to sync

Purpose: Tell CallProof which mailbox folders to read.

1. On Accounts, click Refresh Folders for the account to load its current folder list.
2. In the folders selector, choose the folders to include (for example Inbox and Sent).
3. The account saves your folder choices.
4. CallProof syncs the selected folders (“we are fetching your email… you will start seeing these emails shortly”).

Note: If no folder is selected, past-mail sync cannot run — pick at least one folder.

Schedule Historical (past) email sync

File:EmailHistoricalSync.png

Historical sync

Purpose: Pull in older emails so past history with contacts appears.

Steps

1. On Accounts, pick a duration: 1 Week, 1 Month, 3 Months, 6 Months, or 1 Year.
2. Click Schedule Historical Sync.
3. The historical sync is scheduled and runs in the background (status shows Running Now while active).
4. When finished, Last Historical Sync shows the date.

Note: The duration selector and schedule button are disabled while a historical sync is already running or the account password is failing.

Fix a failing account (Re-Sync / Re-authenticate)

When Sync Status shows a warning (“Password Failing” or “Folders Not Sync”):

1. Open Accounts.
2. For Google/Office accounts, click Re-authenticate and approve access again.
3. For Other/IMAP accounts, click Re-Sync Folders (or Edit and re-enter the password).
4. Watch Sync Status return to ✔ after the next check.

Delete an email account

1. On Accounts, click the Delete (trash) icon for the account.
2. Confirm.
3. The account is removed and stops syncing (“Account deleted”).

You can also remove an integration later via Home → Email Settings → Accounts → Delete.

Typical workflow

1. Open Accounts and + Add Account.
2. Choose Google / Office / Other and Agree to the connect policy.
3. Select the folders to sync (Inbox + Sent is typical).
4. Schedule Historical Sync for the range you need.
5. Use Inbox / Outbox (with the Filter) to review email history per contact.
6. If syncing stops, Re-authenticate or Re-Sync Folders.

Tips and important notes

• Emails only appear once they are matched to a contact and the folder is selected for sync.
• For Other/IMAP, the Username must equal the email address, and passwords must match.
• Historical sync and refresh buttons are disabled while a sync is running or the password is failing — fix the account first.
• Synced correspondence is visible to your team — this is by design for shared account history.
• Managers reviewing a rep's email use the Sales Rep filter; it does not change the rep's own view.
• Google/Office connections use OAuth — reconnect via Re-authenticate if access is revoked.

Need help?

• “Account not found”: refresh Accounts; the account may have been deleted
• No emails showing: confirm the account is ✔ synced and the right folders are selected
• “No folders were selected to sync”: pick at least one folder, then retry
• Password Failing: Edit the account and re-enter the password, or Re-authenticate (Google/Office)
• Can't see another rep's email: only managers/market managers can use the Sales Rep filter
• Other issues: email support@callproof.com