configure-gmail-with-dynamics-365

Recently, I was helping out a fellow member of the Dynamics 365 (CRM) community with an issue related to receiving emails from Gmail into Dynamics 365.  This article explains all the related steps to configure a Mailbox in Dynamics 365 (CRM) using Server-side sync to receive emails from Gmail.

Configure Gmail

Make sure POP3 is turned on in Gmail.

Login to Gmail.

Click Settings > Forwarding and POP/IMAP tab.

In the “POP3 Download” section, select Enable POP for all mail (If you don’t want emails prior to now to be synced, then select Enable POP for mail that arrive from now on).

In When message are access with POP drop down list select archive Gmail’s copy and click Save Changes.

gmail-enable-pop3-and-archive-copy

Enable Less secure apps

Navigate to https://www.google.com/settings/security/lesssecureapps

Click Turn On to Access to less secure apps.

allow-less-secure-apps-on

For more information, see below article from Google.

https://support.google.com/mail/answer/7104828?hl=en&ref_topic=3398031

Configure Dynamics 365

Create a new Email Server Profile

Navigate to Dynamics 365 (CRM) instance.

Click Settings > Email Configuration > Email Server Profiles.

Click +NEW > POP3/SMTP Server button.

Complete below fields.

  • Name: <You can use anything here. i.e. Gmail>
  • Email Address: <your Gmail email address>
  • Incoming Server Location: pop.gmail.com
  • Outgoing Server Location: smtp.gmail.com (optional for receiving only setup) (If you use Gmail with your work or school account, enter mail.domain.com)
  • Authenticate Using: Credentials Specified by User or Queue
  • Use same settings for Outgoing: Yes

Expand the Advanced Tab.

  • Incoming Port: 995
  • Outgoing Port: 465 (optional for receiving only setup) (If you use Gmail with your work or school account, select Port 110.)

In this example I have also updated the below fields.

  • Process Email From: <select the date you want to process emails from>
  • Minimum Polling Interval in Minutes: 5 (Even if you set this to a lower value, minimum would be 5 minutes)
  • Maximum Concurrent Connections: 1 (default is 10)

email-server-profile-with-advanced-settings

Click Save and Close button.

Enable Server-side Synchronisation

Click Settings > Email Configuration > Email Configuration Settings

Make sure the Server-side synchronisation is selected in Process Email Using drop down list.

Click OK.

email-configuration-setting

Configure a Mailbox of the Queue

Click Settings > Email Configuration > Mailboxes

Open the mailbox of the queue you want to configure.

Under Credentials, select Yes for the Allow to Use Credentials for Email Processing and enter the credentials of your Gmail account.

Note: If you have multiple email clients configured to use POP, the you need to use the “Recent Mode”.  All you need to do is change the User Name field to recent:username instead of just username

Change the Server Profile to the Gmail profile created above.

Since we are configuring for receive only, select below settings.

  • Incoming Email: Server-side synchronisation or Email Router
  • Outgoing Email: None

mailbox-configuration-with-recent-mode

Click Save.

Click Approve Email button.

Now click Test and Enable Mailbox.

Leave checkbox untick when you get the dialog “Sync items with Exchange from this Dynamics 365 Organization only, even if Exchange was set to sync with a different Organization.” and click OK.

Click on the Alerts link under Common on the left pane.

If there are no alerts, wait for few seconds and click the refresh button on the right hand side of All, Errors, Warnings, and Information Tabs.  You should see three alerts coming up.  Since we are configuring only the Incoming Emails, make sure the Incoming Email related alert is successful.

test-and-enable-mailbox-alerts

Configure Automatic Record Creation and Update Rules

Navigate to Settings > Service Management >  Automatic Record Creation and Update Rules

Create a new Record Creation and Update Rule record.

Select the Queue you configured to receive emails.

Tick the Create records for emails from unknown senders.

Click Save.

record-creation

Once the record is saved, click the + button on the SPECIFY RECORD CREATION AND UPDATE DETAILS section.

Configure the rule you want and click Save & Close.

record-creation-and-update-rule-item

In the Record Creation and Update Rule record, click Activate.

record-creation-and-update-rule-activate

Now wait for the next polling to occur.  Time for a coffee …

Now open the queue.  You’ll see the received emails in QUEUE ITEMS subgrid.

queue-with-received-emails

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Until next time…

[How To] Configure Dynamics 365 to receive emails from Gmail using POP3

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