Email Importing must be enabled and setup with your email server details. Once this step is done, each SAM user that you want Email Importing to run for must enter their email credentials, so SAM will check their email account for emails to import.
Enable Email Importing for SAM:
- Go to Settings > Email Importing Settings.
- Click Edit Email Importing Settings from the side bar.
- Check the box for Automatic Email Importing Enabled.
- Enter your email server which should be something like imap.gmail.com.
- Setup and enable Email Importing for each user.
The first run of Email Importing may take several hours. We recommend enabling email importing for new users on a Friday afternoon, as it can take up to several days to index all emails in a user's account and slow down your email server.
Your email server details are generally readily available online (search for "your email provider's IMAP settings"), but it may be necessary to contact your IT person for support.
Some servers require SSL (encrypted connection), so if your email server requires this, check the box for Default IMAP Server Requires SSL.
Overview of "App Password" (from Google):
An App Password is a 16-digit passcode that gives a non-Google app or device permission to access your Google Account. App Passwords can only be used with accounts that have 2-Step Verification turned on.
Additional Settings to consider:
"Email importing for Organization" and "Person by Matching Email Address" is disabled by default due to the risk of importing inter-agency or other sensitive emails. If you enable these options you must be sure to have all your email domain names entered into the "Domain Names to Exclude" field and personal email addresses entered into the "Email Addresses to Exclude" field.
Entity Specific Email Importing Options - Check the boxes for each of the entities that you would like to search emails for. If you do not communicate, or want Email Importing enabled for some of the entities: uncheck the appropriate boxes. This will enhance performance.
Manually initiate email importing:
A full SAM Admin on your team may manually initiate email importing to have your emails imported immediately versus waiting until the next scheduled run time by doing the following:
- Access Settings > Email Importing Settings
- Click on "Manually Initiate Email" Importing
- Select how far back you want it to search
- Click Save to start the email importing
Manually initiating email importing will not duplicate emails that have already been imported by email importing.
Technical Details for IT:
Email Importing uses IMAP commands. Most email servers have IMAP enabled by default, but if you are managing your own email server then you may need to enable it. It indexes all the emails for each user, except the emails in Excluded Folders. It only pulls down the email addresses and subject line; the body is not retrieved unless the email is going to be imported into the Communications. Attachments are not retrieved. Each time email importing runs, it checks for new messages using an IMAP Message ID, so a message is never indexed more than once.