Email accounts and signatures
Each user connects their own mailboxes. Nobody else can see, send from or change them.
The top bar of this app has Email Client, My Accounts, Create Account, Signatures and Add Signature.
Open in Clockwork CRMEnter your Clockwork CRM address at the top of the page to open this in your Clockwork CRM.
Your mailboxes
Emails → Email Accounts opens My Accounts, the mailboxes you have connected. When you have none, it opens Add Account instead.
Each mailbox shows its name, its email address and Received, the number of messages Clockwork CRM holds for it. It also shows Currently fetching mail while mail is downloading, and Re-authentication required when you need to sign in to it again.
Click a mailbox to open its settings. Drag a mailbox to change the order your mailboxes are listed in.
Connecting a mailbox
Create Account offers four kinds of mailbox.
| Option | How it connects |
|---|---|
| Add Outlook Account | Sign in with Microsoft. Mail, folders and flags stay in step both ways |
| Add Googlemail Account | Sign in with Google. Labels come across as folders. This is in beta |
| Add Yahoo Account | Uses a Yahoo app password |
| Add Other Account | Any other provider, over POP3 for incoming mail and SMTP for outgoing mail. This includes Gmail over POP |
When a mailbox is connected, its settings open. Fetch Emails is off for a new mailbox: turn it on and click Save to start receiving mail.
Microsoft
- Click Add Outlook Account.
- Sign in with your Microsoft account and allow the permissions Clockwork CRM asks for.
- Turn on Fetch Emails and click Save.
If Clockwork CRM reports a problem with SMTP authentication, SMTP authentication must be turned on for the mailbox in Exchange Online. The message links to Microsoft's instructions.
- Contact Clockwork CRM support to have your mailbox enabled. This is needed while the connection is in beta.
- Click Add Googlemail Account and sign in with Google.
- When Google asks which permissions to allow, tick the Gmail permission. Without it the mailbox cannot connect.
- Turn on Fetch Emails and click Save.
Yahoo
- Generate an app password in your Yahoo account security settings.
- Click Add Yahoo Account.
- Fill in the form and click Save.
| Field | What it is |
|---|---|
| Account Name | The name the mailbox is shown by in Clockwork CRM |
| Your Yahoo email address | |
| App Password | The app password from Yahoo, not your normal password |
Other providers
Add Other Account opens Create Custom POP3 Account. You need the server details from your email provider. Every field is required.
| Section | Field | What it is |
|---|---|---|
| General Settings | Account Name | The name the mailbox is shown by in Clockwork CRM |
| The mailbox's email address | ||
| Incoming POP3 Settings | Incoming POP Server Address and Incoming POP Port | Where mail is fetched from |
| Username and Password | Your sign-in for the incoming server | |
| Outgoing SMTP Settings | Outgoing SMTP Server Address and Outgoing SMTP Port | Where mail is sent through |
| Username and Password | Your sign-in for the outgoing server |
When you click Save, Clockwork CRM tests the incoming and the outgoing connection. If either fails, it tells you which, and the mailbox is not saved. Clockwork CRM connects to both servers using TLS.
Mailbox settings
Open a mailbox from My Accounts to change its settings. Click Save to keep your changes.
General settings
| Field | What it does |
|---|---|
| Account Name | The name the mailbox is shown by in Clockwork CRM |
| From Name | The sender name on email you send from this mailbox. Leave it blank to use the name on your profile |
| Fetch Emails | Downloads new mail. Off for a new mailbox |
| Automatically Link Incoming Emails to Contacts | Links each new message to the people and companies whose email addresses are on it |
| Mark All Incoming Emails as Private | Marks new mail as private, and starts each email you write from this mailbox as private |
A private email that is linked to a contact is shown on that contact's record only to you.
POP behaviour
For POP3 mailboxes, including Yahoo and other providers, Email Retention sets what happens to mail on the server once Clockwork CRM has downloaded it:
| Option | What it does |
|---|---|
| Leave messages indefinitely | Leaves every message on the server |
| Leave messages for... | Leaves messages on the server for the number of days in Leave on server for days |
| Delete messages from the server on download | Removes each message from the server once it is downloaded |
IMAP behaviour
For IMAP mailboxes, Sync Behaviour sets how Clockwork CRM keeps in step with the server:
| Option | What it does |
|---|---|
| Full 2-way sync | Downloads your mail, and keeps reads, flags, deletions and folders in step with the server and your other email programs |
| No Synchronisation | Downloads your mail, but changes are not synced to or from Clockwork CRM |
With Full 2-way sync, Sync for a maximum of: (days) sets how many days back changes are synced, from 1 to 90. It is 30 unless you change it.
Full 2-way sync is the slower of the two.
Microsoft and Google mailboxes
A mailbox connected through Add Outlook Account or Add Googlemail Account has no sync settings. Your whole mailbox history is downloaded on the first sync. After that, email, folders or labels, reads, flags or stars, and deletions are synced both ways.
An older Microsoft mailbox that syncs over IMAP shows Upgrade to direct Microsoft 365 sync. Upgrade asks you to sign in to Microsoft once. The mailbox then connects directly to Microsoft 365. Your existing emails and folders stay in place and are not downloaded again. The first full sync can take a few minutes.
Signature and fonts
| Field | What it does |
|---|---|
| Email Signature | The signature added to emails you write, reply to or forward from this mailbox. None adds no signature |
| Default Font | The font your emails start in. Choose one from the list or type a font name. Separate several fonts with commas, e.g. My Custom Font, Arial, Times New Roman, so the recipient's device uses the next one when it does not have the first |
| Default Font Size | The size your emails start in, from 8px to 98px |
| Import Font | An HTML import statement for a font that is not installed on most devices. Include the <style></style> tags |
An example Import Font statement:
<style>
@import url("https://fonts.googleapis.com/css2?family=BhuTuka+Expanded+One&display=swap");
</style>
Some email programs, such as the web version of Gmail, do not show custom fonts.
Re-authenticating a mailbox
When a mailbox shows Re-authentication required, no mail is fetched for it until you sign in again.
- Open the mailbox from My Accounts.
- Click Re-authenticate Account.
- Sign in to Microsoft or Google, or enter your details again for Yahoo and other providers.
Clockwork CRM shows Successfully re-authenticated your account! when it has worked.
Deleting a mailbox
- Open the mailbox from My Accounts.
- Click Delete Account and confirm.
The mailbox is removed from Clockwork CRM, with all the email downloaded from it, including email linked to contacts and companies.
Signatures
Emails → Email Signatures opens My Signatures, with the name of each signature and the date it was created. Signatures belong to you. Click one to edit it.
To add a signature:
- Click Add Signature.
- Enter a Signature Name.
- Write the Signature Content.
- Click Save.
Signature Content has two modes:
| Mode | What it does |
|---|---|
| Visual | A formatted text editor |
| HTML | Write or paste the signature's HTML. Preview shows how it looks |
Switching from HTML to Visual asks you to confirm, because the visual editor reformats the HTML. Switching from Visual to HTML keeps the content as it is.
A signature needs a name and content before it can be saved.
To use a signature, choose it as the Email Signature in a mailbox's settings.
Delete Signature deletes a signature after you confirm. A signature that a mailbox is using cannot be deleted: choose a different signature for that mailbox first.
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