Connecting your email boxTo connect an Email Box to Kommo, go to the email section and click on “Settings” (in the top right corner).
Then, in the settings menu, click Add email to connect your email box.
In this step, you must fill in the email address field and the system will automatically determine the provider. You will then need to enter your email account password or click “Continue” and you will be transferred to the email client page to confirm the connection. You also need to specify whether you want to connect the email box as “Personal” or “Shared”.
If you have a Firewall configured or a mailbox allowed for a specific IP list, you will need to allow access to the addresses from which the Kommo will send and collect emails (you can request a list by writing to us in the technical support chat (click Profile icon in the top left corner of your account Kommo and click the “Contact support” button).
Please note that we do not support IDN domains. You cannot specify the server IP address (for example, 64.233.161.109 instead of imap.gmail.com).
Email is connected only via the IMAP protocol for incoming email and the SMTP protocol for outgoing email. Connecting to other protocols, such as POP3 (Post Office Protocol version 3) or MAPI (Messaging Application Programming Interface) on which the Microsoft Exchange server is running, is not supported.
After connecting, importing emails from your email account will begin. This process takes place in the background, so you can continue working. The system will process the last 500 emails (per month). After importing, the email will be synchronized automatically once every 15 to 30 minutes and will appear in your account Kommo.
How often is email synced across Kommo?The system
[email protected] is synchronized within an hour. Your connected speakers sync every 15 to 30 minutes. We receive emails and process only two folders: “Inbox” and “Sent”. Other folders are not synced.
When sending a message from the integrated external email box, the email will be displayed in the contact card. We only accept emails from direct customers and support the use of email forwarding (“email aliases”) or email collectors.
Difference in personal and shared email boxesShared email boxes are boxes that can only be connected by the account administrator. These email boxes are available for use by all users who are allowed access in the “Settings” – “Users” section and have a checkmark in the “email” box to access the Shared Email Box.
Personal email boxes are email boxes that can be connected by any user. Only the user who connected this email box will see emails from this box in the Kommo; however, a user who has connected their email box as personal can choose to share it with the account administrator. In this case, the user who connected the personal email box and the account administrator will see emails from that personal email box.
After connecting any type of email box, whether personal or shared, it can be changed in the settings menu in the email section of the Kommo.
Email topics and email display logicThe email system in Kommo Automatically matches emails by multiple criteria, and this is
- the email address of the customer with whom the correspondence is going is the same
- an email subject.
In this case, in the “email” section, this correspondence will form a thread. For each email box, topics are formed separately.
Example: the email box
[email protected] is connected
Email conversation sequence:
- De [email protected] a [email protected] with the theme “Greeting from the company team”
- De [email protected] a [email protected] with the theme “Greeting from the company team”
- De [email protected] a [email protected] with the topic “Question about the product”
- De [email protected] a [email protected] with the topic “Question about the product”
It will be combined into topics:
- Email 1 is grouped by [email protected] and “Greeting from the company team”
- Email 2 is grouped according to [email protected] and “Greeting from the company collective”
- Email 3,4 is grouped by [email protected] and “Question about the goods
You can disable the pasting of emails into threads by accessing the email box settings (in the email section – click on the top right corner “Settings” – select the desired email box and clear the “Group messages into threads” checkbox).
Smart email addressesThese mailboxes are system (artificial) – they do not have a login / password, settings and cannot be deleted. They exist together with the account.
@mail.amocrm.com – The email will be displayed on the contact, lead or customer card.
This email box is necessary if you do not integrate email into the Kommo and would like to forward specific emails to your account Kommo. To do this, simply enter the address of these emails in the “CC” or “BCC” field when sending an email from your external email client.
There are also forwarding email addresses for creating a new lead or new contact:
[email protected] – Email will create a new contact.
[email protected] – The email will create a new lead.
Important – Please note the following:- If a message is sent to an incorrect address (e.g. [email protected]), it will not be added to the account.
- Mailboxes only work when specified as copy. If you specify an address in the blind carbon copy, the action will not occur.
- If the message is forwarded to the smart address, the contacts will be created by the fields in the to/from/CC email, and not by the data in the sent message, which is simply entered as content.
- You may receive emails from forwarding email addresses that will be displayed on the Kommo; however, you cannot send emails from this address.
- If you change your account name, your forwarding email address will also change. In this case, the emails that will be sent to the old address will not go anywhere.
ModelsYou can create templates to simplify your work with email. To create your first email template, do the following: open Mail, go to the Settings section and click “+ Add a template”. You will see the modal window open.
You can use HTML markup or use a plain text format. To use your template with HTML markup, select the checkbox at the bottom “send email with HTML markup”.
You can also use lead fields, and the Kommo will capture the data automatically. To do this, you will need a field code like {{contact.name}} or the newly introduced {{contact.first_name}}. These fields can be found when creating an email template or
chat template.Deleting emailsWhen you delete a message from Kommo, the message is not deleted from the mail server. These emails will be sent to the “Deleted” folder.
By removing the messages from the mail server, it will remain on the Kommo (as long as it was already added to the system before being deleted).
But, if the message contains an attached file, in that case, if the message is deleted on the mail server, the file will no longer be available.
Emails in the Deleted Items folder
- Are stored for 30 days
- Available only to Account Administrator
Deleting email boxesTo delete an email box, you need to open the “email” section, click the “Settings” button in the top right corner and select the email box you want to delete. Click “Disconnect email” – select “Delete emails”.
In this case, the notes will remain on the card, but will be unreadable (they will only be available on your server).
If you want to temporarily deactivate or re-enter your password, you must disconnect your email box and select “keep email”; in this case, the email box is disconnected without deleting the messages. Then, the emails will remain in the system.
Do you need assistance with this integration?
Contact Us.