What does this feature do & when to use it?
Connecting your email to Recruit CRM using Nylas.com lets you send and receive emails from within Recruit CRM while keeping your mailbox in sync with your actual email provider.
The mailbox in Recruit CRM acts as a mirror of your real mailbox, including folders and emails.
You can connect up to two email accounts (on supported plans such as Business and above), choose a default sending address, and switch between connected mailboxes as needed.
Before you begin:
Recruit CRM has partnered with Nylas.com to power our email services.
It will take up to 2-3 hours for your initial folders to sync with Recruit CRM and it may take up to 24 hours for your older emails to sync completely. This is just a one-time activity when you connect your email to Recruit CRM using Nylas for the first time.
Email settings should be configured to comply with updated email protection policies from providers like Google and Yahoo, including SPF, DKIM, DMARC, easy unsubscription, and maintaining a low spam rate.
Connecting custom IMAP email to Recruit CRM
Here are the Step-by-step instructions on how to connect a custom IMAP email to Recruit CRM-
2. You'll get an option to connect your email accounts. You can connect up to two emails at a time.
NOTE: 2 email connections are only available for users in the Business Plan and above.
One email must be set as the default for sending emails, but you can switch between emails as needed.
If only one email is connected, it will automatically be set as the default.
3. Enter your email that you wish to connect to Recruit CRM:
4. Now you'll have the following option to select the correct service provider:
If you are connecting Office 365 family, Office 365 personal, or Office 365 free accounts please click on "See all providers" and choose "Custom IMAP settings" as shown below.
5. You can choose your correct provider from the list by clicking on "See all providers", or you have the option to choose custom IMAP settings:
6. To connect via "Custom IMAP settings" click on the option and it will redirect you to the page where you'll need to enter your server information:
7. Once your email is connected, you can access your mailbox from the menu bar on the left:
Your mailbox in Recruit CRM will mirror your Outlook mailbox, meaning all the existing folders and emails will be the same.
8. You can also switch between mailboxes of the emails connected:
You can choose to expand or collapse the Folders & Labels section in the Mailbox. The selected state is also persisted, so it remains the same when you return.
Accessing your email port settings on Outlook
If you are an Office 365 user unsure of your server settings, you can find this by signing in to Outlook on the web. Use your Microsoft 365 email address and password.
1. In the upper-right corner, click on the gear button and select Settings >>> View all Outlook settings.
2. Select Mail > Sync email. You can find the server settings as shown below:
Once you have entered the correct details click on "Log in" and you'll have successfully connected your email!
Configure your email settings to align with email protection policies
For a seamless and secure email experience, please adhere to the enhanced security measures implemented by Google and Yahoo. Follow this quick walkthrough to make necessary adjustments in your email settings according to the updated policies:
These measures, including email authentication (SPF, DKIM, DMARC), easy unsubscription, and maintaining a low spam rate, are essential to align with the latest security protocols and ensure optimal email communication.
Thank you for your cooperation in maintaining a safe and efficient email exchange.
Concerned about your email data security?
The Recruit CRM's mailbox operates as a mirror of your real email provider. When you connect your email using our integration, Nylas stores this information on their servers. Be assured that Nylas fully complies with GDPR.
You can review Nylas's GDPR policy below 👇
How to retain the emails of deactivated users?
Here are two ways through which you can retain the emails of the deactivated users:
1. Move/transfer the emails of the deactivated users to a folder within the mailbox of an active user:
You can move/transfer the emails of the deactivated users to a folder within the mailbox of an active user on G Suite/Outlook etc. The Recruit CRM's mailbox operates as a mirror of your real email provider, so all the emails in the respective folder will be synced and will be visible in Recruit CRM as well.
2. Create a new email ID and connect it in Recruit CRM:
You can create a new common email ID specifically to backup emails and as Recruit CRM allows users to connect 2 email accounts (available on the Business plan and above) any one of the users on your team can connect this common email to their Recruit CRM account as their 2nd email.
Whenever someone leaves your team, you can transfer their emails to this common email account before deleting the email ID of the ex-employee. This will ensure emails are retained once someone leaves without transferring emails into any specific individual's email account.
Hope this helps!