Difference between revisions of "Email Sync Setup"

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(Created page with "Path: Callproof Support - Google Calendar Integration == Beta Notice == This feature is currently in beta testing. Users may experience encounter a bug and are enc...")
 
 
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== Beta Notice ==
 
== Beta Notice ==
  
 +
[[File:email_example.jpg|200px|thumb|right|Example of email within a contact's record.]]
 
This feature is currently in beta testing.  Users may experience encounter a bug and are encouraged to email [[Support]] with detailed descriptions of the problem.  Support will assist in resolving the issue.  This page will also be updated as testing continues and may include changes to procedures or features.
 
This feature is currently in beta testing.  Users may experience encounter a bug and are encouraged to email [[Support]] with detailed descriptions of the problem.  Support will assist in resolving the issue.  This page will also be updated as testing continues and may include changes to procedures or features.
  
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==  What is Email Sync Integration? ==
 
==  What is Email Sync Integration? ==
  
−
CallProof can now be configured to poll email accounts and find emails with known CallProof contacts.  Specified folders will be searched and any emails that match a contact's email will be saved within their contact record.  All other email is ignored.
+
CallProof can now be configured to monitor email accounts and find emails with known CallProof contacts.  Specified folders will be searched and any emails that match a contact's email will be saved within their contact record.  All other email is ignored.
 +
 
 +
CallProof uses IMAP email servers to sync emails.  Most email providers supply imap servers with SSL (encryption).  Common providers are listed below.  Users may need to contact their IT department, manager, or CallProof support to get their IMAP server details.
 +
 
 +
When adding an email account, it may take 24 hours for the previous month of email to be processed by CallProof.  Once the past emails are processed, CallProof will check several times a day to keep email current.
 +
 
 +
Emails will appear within the contact's record under the Email tab.  This will give users quick access to view email conversations with the contact.
 +
 
  
 
==  Setting Up Email Sync ==
 
==  Setting Up Email Sync ==
  
−
To setup Email Sync on your account, log into the CallProof website.  Once Logged in, select HOME > Email Settings
+
To setup Email Sync on your account, log into the CallProof website.  Once logged in, select HOME > Email Settings
−
[[File:email_settings1.jpg|200px|thumb|center|Email Sync Settings]]
+
[[File:email_settings1.jpg|300px|thumb|center|Email Sync Settings]]
 +
 
 +
 
 +
On the Email Inbox screen, click on the '''Accounts''' option to access your email accounts settings and add a new one.
 +
[[File:email_settings2.jpg|300px|thumb|center|Click Accounts to access Email account settings and add a new one.]]
 +
 
 +
 
 +
On the Email Accounts screen, click on an email to edit configuration.  If first time setting up Email Sync, select '''Add Account''' to add your email address.
 +
[[File:email_settings3.jpg|300px|thumb|center|Click Add Account to add a new email account]]
 +
 
 +
 
 +
On the Add Email screen, fill out details for the user's email address.  Click submit to save.  Remember, CallProof uses IMAP email servers with SSL.
 +
[[File:email_settings4.jpg|300px|thumb|center|Enter users's IMAP server details and username/password.]]
 +
 
 +
 
 +
If the username and password are correct, and the server details are correct, CallProof will quickly check the email account and list the folders found inside.  Select all folders for CallProof to monitor.  Click SAVE.  At this point, the user's email is added and the email account will be monitored. 
 +
[[File:email_settings5.jpg|300px|thumb|center|Select folder for CallProof to monitor within the user's email.]]
 +
 
 +
 
 +
Emails will now be monitored.  It may take up to 24 hours for emails to begin appearing. 
 +
 
 +
When emails are found and matched to a contact within CallProof, they will be stored within the contact's record.  Click on the EMAIL tab at the bottom to see these emails.
 +
[[File:email_example.jpg|300px|thumb|center|Example of email within a contact's record.]]
 +
 
 +
 
 +
 
 +
==  IMAP Email Servers ==
 +
 
 +
 
 +
IMAP servers are needed for email syncing with CallProof.  Most email providers have IMAP servers to use.  These must be SSL compliant for encryption to ensure user safety and privacy.
 +
 
 +
Below are some common IMAP server address.  If a user's provider is not found below, contact CallProof Support, your IT department, or manager.  CallProof will assist in trying to find out the proper IMAP servers for your email host.
 +
 
 +
 
 +
'''Gmail'''
 +
imap.gmail.com (Port 993)
 +
 
 +
 
 +
'''Yahoo'''
 +
imap.mail.yahoo.com (Port 993)
 +
 
 +
 
 +
'''Comcast/Xfinity'''
 +
Customers with Xfinity must migrate their email to new servers.  Use this link to begin the process.  Once completed, Xfinity will email server details to the comcast account.
 +
https://xcsignup.comcast.net/onboardingapps/imap
 +
 
 +
 
 +
'''Microsoft Live/Outloook Accounts'''
 +
If users access email through mobile Outlook on the web, they will need to log in.  Once logged in, there will be a question mark near the top right of the screen.  Click this to find out server details.  The screen that pops up will contain a bunch of server details.  Looks for imap servers with SSL. 
  
  
 +
'''AOL'''
 +
imap.aol.com (Port 587)
  
  
 +
'''GoDaddy'''
 +
imap.secureserver.net (Port 993)
  
  
 +
'''Charter'''
 +
mobile.charter.net (Port 993)
  
−
To begin configuring Google Calendar from the mobile app, select any contact and choose "Future Appointment".
 
−
[[File:cal_pick_future.png|100px|thumb|center|Index of Event Forms]]
 
  
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A pop up with ask "Sync Followups with Google Calendars?"  Select YES.
 
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[[File:cal_sync.png|100px|thumb|center|Index of Event Forms]]
 
  
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Google will now be contacted and ask for the user login credentials.  This is all handled on Google's side and Callproof cannot see or access any information used here. 
+
==  CallProof Server IPs for ISP Whitelist ==
−
[[File:cal_google_login.png|100px|thumb|center|Index of Event Forms]]
 
  
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After logging into Google, a permissions page will be displayed.  This shows the information that Callproof is requesting from Google.  Select ACCEPT on the bottom right of this page.  After select accept, the user will return to the Callproof app.  
+
In some instances, a user's ISP need to whitelist incoming email server IP addresses.  Below is a current list of our IPs that may send email to rep accounts.  This would be daily followup reminders, manager reports, etc.  This is not for marketing spam, etc.  
−
[[File:cal_google_allow.png|100px|thumb|center|Index of Event Forms]]
 
  
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Select the calendar for Callproof to use.  In Google Calendars, multiple calendars can be setup for different work. social, or personal needed. Creating a new calendar will separate Callproof events from other events in the user's Google Calendar.  Users can use their default calendars or create a new Callproof calendar. 
+
Please provide the following to the ISP if needed.  
−
[[File:cal_calendars_used.png|100px|thumb|center|Index of Event Forms]]
 
  
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To create a new calendar, select Add Calendar on the bottom left. The user will be prompted for the calendar name. For this demo, we used Callproof Appointments. Click Submit on the bottom to save.
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104.219.250.28
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[[File:cal_add_new.png|100px|thumb|center|Index of Event Forms]]
 
  
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Now, Callproof will once again what calendars to use. Select the calendar to use for Future Appointments and Followups. Click submit to save choices.
+
104.219.250.29
  
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Once these steps are completed, user will return to the Callproof app.
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104.219.250.170
  
 +
104.219.250.171
  
 +
209.188.7.218
  
−
==  Setting Up Google Calendars on the Callproof Website ==
+
209.188.7.219
  
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To setup Google Calendars from the website go to Contacts. To the right, select the Future Appointment button.
+
209.188.7.220
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[[File:cal_setup_web.jpg|100px|thumb|center|Select Future Appointment to Setup Calendars]]
 
  
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On the Future Appointments Screen, select Google Calendar on the right hand side.
+
209.188.7.221
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[[File:cal_setup_web_appoint_scr_s.jpg|100px|thumb|center|Select Google Calendar to setup.]]
 
  
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Next, sign into Google to allow Callproof to post events to Calendars.
+
162.255.117.166
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[[File:cal_setup_gmail_login.jpg|100px|thumb|center|Log into Google.]]
 
  
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Confirm that Callproof can post events to Google Calendar.
+
162.255.117.167
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[[File:cal_setup_gmail_conf.jpg|100px|thumb|center|Confirm Callproof access to post calendar events.]]
 
  
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Now, the user is asked to select the calendar they want to use. Google Calendar can be configured with multiple calendars for different types of events. If the user's gmail address is only used for work, we suggest selecting their gmail account. (Example: XXX@gmail.com)  If a new calendar is needed, the bottom half of the screen can be used to create a new Calendar.  Simply type the name and click submit under the new name.  The calendar will be created and can now be selected for Future Appointments and Followups.
+
104.219.250.40
−
[[File:cal_setup_pick_cal.jpg|100px|thumb|center|Select calendar to use or create a new one.]]
 
  
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At this point, Google Calendars are setup correctly and can be used as needed. Return to contacts and begin creating future appointments by refering to the first screen. Click the future appointment icon to add a future appointment.
+
104.219.250.41
  
 +
104.219.250.8
  
 +
104.219.250.9
  
−
==  Adding a Future Appointment on Mobile ==
+
209.188.7.138
  
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To add a Future Appointment to Callproof and send it to a Google Calendar, select a contact. From the contact menu, select Future Appointment.
+
209.188.7.139
−
[[File:cal_pick_future.png|100px|thumb|center|Index of Event Forms]]
 
  
−
Configure the future appointment as needed. Include any information needed in the calendar entry.  
+
162.255.117.12
  
−
To include an invitee, enter their email and click add. Once it shows under the input box in a square, they have been added. At this time, Callproof can only add invitees to your calendar entry.  To send the other invitees an email about the meeting, please log into Google Calendar on a PC, select the event, and then email invitees (about half way down on the right side).
+
162.255.117.13
  
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Different options appear for meeting notifications. Select the method and how far in advance to see the reminder. Click the green + sign right of the time to add additional reminders.
+
209.188.18.146
  
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[[File:cal_future_app_screen.jpg|100px|thumb|center|Index of Event Forms]]
+
209.188.18.147
  
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After clicking Submit, the calendar entry will be saved to the selected calendar.  
+
104.219.250.166
  
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Future appointments can be quickly seen by selecting "Followups", then "Appt History", then click Future at the top. This will display all appointments that were setup as future appointments.
+
104.219.250.167

Latest revision as of 17:48, 10 July 2015

Path: Callproof Support - Google Calendar Integration


Beta Notice

Example of email within a contact's record.

This feature is currently in beta testing. Users may experience encounter a bug and are encouraged to email Support with detailed descriptions of the problem. Support will assist in resolving the issue. This page will also be updated as testing continues and may include changes to procedures or features.


What is Email Sync Integration?

CallProof can now be configured to monitor email accounts and find emails with known CallProof contacts. Specified folders will be searched and any emails that match a contact's email will be saved within their contact record. All other email is ignored.

CallProof uses IMAP email servers to sync emails. Most email providers supply imap servers with SSL (encryption). Common providers are listed below. Users may need to contact their IT department, manager, or CallProof support to get their IMAP server details.

When adding an email account, it may take 24 hours for the previous month of email to be processed by CallProof. Once the past emails are processed, CallProof will check several times a day to keep email current.

Emails will appear within the contact's record under the Email tab. This will give users quick access to view email conversations with the contact.


Setting Up Email Sync

To setup Email Sync on your account, log into the CallProof website. Once logged in, select HOME > Email Settings

Email Sync Settings


On the Email Inbox screen, click on the Accounts option to access your email accounts settings and add a new one.

Click Accounts to access Email account settings and add a new one.


On the Email Accounts screen, click on an email to edit configuration. If first time setting up Email Sync, select Add Account to add your email address.

Click Add Account to add a new email account


On the Add Email screen, fill out details for the user's email address. Click submit to save. Remember, CallProof uses IMAP email servers with SSL.

Enter users's IMAP server details and username/password.


If the username and password are correct, and the server details are correct, CallProof will quickly check the email account and list the folders found inside. Select all folders for CallProof to monitor. Click SAVE. At this point, the user's email is added and the email account will be monitored.

Select folder for CallProof to monitor within the user's email.


Emails will now be monitored. It may take up to 24 hours for emails to begin appearing.

When emails are found and matched to a contact within CallProof, they will be stored within the contact's record. Click on the EMAIL tab at the bottom to see these emails.

Example of email within a contact's record.


IMAP Email Servers

IMAP servers are needed for email syncing with CallProof. Most email providers have IMAP servers to use. These must be SSL compliant for encryption to ensure user safety and privacy.

Below are some common IMAP server address. If a user's provider is not found below, contact CallProof Support, your IT department, or manager. CallProof will assist in trying to find out the proper IMAP servers for your email host.


Gmail imap.gmail.com (Port 993)


Yahoo imap.mail.yahoo.com (Port 993)


Comcast/Xfinity Customers with Xfinity must migrate their email to new servers. Use this link to begin the process. Once completed, Xfinity will email server details to the comcast account. https://xcsignup.comcast.net/onboardingapps/imap


Microsoft Live/Outloook Accounts If users access email through mobile Outlook on the web, they will need to log in. Once logged in, there will be a question mark near the top right of the screen. Click this to find out server details. The screen that pops up will contain a bunch of server details. Looks for imap servers with SSL.


AOL imap.aol.com (Port 587)


GoDaddy imap.secureserver.net (Port 993)


Charter mobile.charter.net (Port 993)


CallProof Server IPs for ISP Whitelist

In some instances, a user's ISP need to whitelist incoming email server IP addresses. Below is a current list of our IPs that may send email to rep accounts. This would be daily followup reminders, manager reports, etc. This is not for marketing spam, etc.

Please provide the following to the ISP if needed.

104.219.250.28

104.219.250.29

104.219.250.170

104.219.250.171

209.188.7.218

209.188.7.219

209.188.7.220

209.188.7.221

162.255.117.166

162.255.117.167

104.219.250.40

104.219.250.41

104.219.250.8

104.219.250.9

209.188.7.138

209.188.7.139

162.255.117.12

162.255.117.13

209.188.18.146

209.188.18.147

104.219.250.166

104.219.250.167

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