Mailbox integration

Although there are messengers and social networks, email is still a popular way to communicate with clients, partners and colleagues.

Bitrix24.Mail is connected with CRM, Tasks and Calendar. Process mail, create leads in one click and create tasks by connecting your email address with Bitrix24!

In this article:
Bitrix24.Mail is available only on commercial plans.

How it works

Click the Webmail button to connect your email address with Bitrix24.

If you cannot find your email service provider in the list, connect your email address via IMAP.

You'll need to specify the IMAP server address and port when configuring the IMAP connection. You can find these settings here:

When connecting an email address via IMAP, make sure that your SSL certificate is valid. A self-signed certificate is not applicable. The presence of a certificate is determined automatically.

For example, let's connect Gmail mailbox.

Click the Authentication button and sign in to your Google account.

Grant Bitrix24 needed access permissions by clicking Allow.

The number of connected mailboxes per employee depends on your Bitrix24 plan. It does not include the mailboxes which other users shared with you.

Mailbox settings

Now when the mailbox is connected, you need to configure it.

Specify the period that the system will fetch messages for - a week, a month, two or three months.

Read more about the limits on fetching emails in the article - Bitrix24.Mail limitations.

You can specify the mailbox name and sender name by clicking Edit more parameters.

Bitrix24 supports sending emails via an SMTP server. Just specify the SMTP server address and port, login, and password. However, the SMTP settings may contain a different number of fields depending on the connection provider. Full settings for SMTP (server, port, login, password) are available only when you connect your mailbox via IMAP.

Read more about sending emails via an SMTP server in the article - Use SMTP server to send emails.

CRM integration

Activate the Link to CRM option and all the messages will get to CRM.

The employee needs to have access to CRM to be able to link the connected mailbox to CRM.

By default, Bitrix24 automatically creates a new lead for each new incoming message and creates a new contact for each new outgoing message. Also, you can specify the period that Bitrix24 will process messages for.

You can specify email addresses that Bitrix24 will create a new lead for each new incoming message for.

In the Lead and contact distribution queue field, you can specify employees who will work with new leads and contacts in CRM. New leads and contacts are distributed evenly, exactly as users are enqueued and it doesn't matter if the user is online or not.

If you use the Simple CRM mode (without leads), new deals will be created in your general pipeline instead of leads.

Mailbox access

Specify employees that will be able to process (read, compose, delete) messages in this mailbox. In our example, we grant access to all the employees of the Sales department.

By default, only the user who has connected the mailbox will be able to access messages in it.
The number of shared mailboxes also depends on your Bitrix24 plan.

Configure folders

Finally, you can configure folders for synchronization. Check the boxes next to the folders' names that you want to be synchronized and configure folder rules. Click Save.

Done! The mailbox is configured and ready for use.

Configure the "From" address

When sending emails from Bitrix24, customers receive these emails with noreply@account_address. But if you reply to this email, the recipient's address will be substituted correctly, and the email will go to the correct recipient.

For example, an employee Paul Smith connected a mailbox smith@mail.tld to Bitrix24 (company.bitrix24.tld) and sent an email to the client. The client will receive an email from Paul Smith with the sender's mailing address noreply@company.bitrix24.tld. But if the customer responds to this email, it will go to the correct address – smith@mail.tld.

If you want a customer to receive an email and see the correct sender's address, you need to use an SMTP server to send emails.

Disconnect mailbox

Select the needed email address from the list and open the Mailbox settings:

To disconnect the mailbox, click Disable.

Read more about working with emails in Bitrix24 in the article - Bitrix24.Mail.
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