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.
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.
Enable Less secure apps
Click Turn On to Access to less secure apps.
For more information, see below article from Google.
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)
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.
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
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.
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.
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.
In the Record Creation and Update Rule record, click 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.
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Until next time…