📧 Email Sync Plugin

Overview

The Email Sync Plugin enables LeadCMS to synchronize emails from IMAP accounts, providing comprehensive email tracking and lead management capabilities. This plugin automatically imports emails for lead correspondence tracking, customer communication history, and email-based lead scoring.

Purpose

• Email Synchronization: Automatically import emails from IMAP accounts
• Lead Correspondence Tracking: Track all email communications with leads and customers
• Customer History: Maintain comprehensive communication history
• Email Classification: Automatically classify internal vs external communications
• Lead Management: Enhance lead profiles with email interaction data

Key Features

IMAP Integration

• Support for multiple IMAP email accounts
• Automatic email synchronization on scheduled intervals
• Secure credential storage with encryption
• Support for various IMAP providers (Gmail, Outlook, etc.)
• Configurable sync frequency and batch sizes

Email Classification

• Internal Domains: Automatically identify internal company emails
• External Communications: Track customer and lead communications
• Ignored Emails: Filter out automated emails and notifications
• Email Threading: Maintain conversation threads for better context

Lead Enhancement

• Automatic lead creation from email addresses
• Email interaction tracking and scoring
• Communication history integration
• Contact information enrichment from email signatures
• Lead source attribution from email interactions

Configuration

Environment Variables

# Email Sync Configuration
EMAILSYNC__INTERNALDOMAINS__0=yourcompany.com
EMAILSYNC__INTERNALDOMAINS__1=subsidiary.com
EMAILSYNC__INTERNALDOMAINS__2=partner.com

# Emails to ignore during synchronization
EMAILSYNC__IGNOREDEMAILS__0=noreply@example.com
EMAILSYNC__IGNOREDEMAILS__1=automated@service.com
EMAILSYNC__IGNOREDEMAILS__2=do-not-reply@system.com

# Encryption key for stored IMAP credentials (32 characters)
EMAILSYNC__ENCRYPTIONKEY=your-32-character-encryption-key-here

Background Tasks

EmailSyncTask

Automatically synchronizes emails from configured IMAP accounts at regular intervals.

Configuration Options:

• Enable: Enable/disable the task (default: false)
• CronSchedule: When to run the task (default: every 30 seconds)
• RetryCount: Number of retry attempts on failure (default: 2)
• RetryInterval: Minutes between retries (default: 1)
• BatchSize: Number of emails to process per batch (default: 20)

What it does:

• Connects to configured IMAP accounts
• Downloads new emails since last synchronization
• Classifies emails as internal or external
• Creates or updates lead records based on email addresses
• Stores email content and metadata in the database
• Updates lead interaction history and scoring

IMAP Account Management

Adding IMAP Accounts

IMAP accounts are managed through the LeadCMS interface via the IMAP Accounts controller:

• POST /api/imap-accounts - Add new IMAP account
• GET /api/imap-accounts - List configured IMAP accounts
• PUT /api/imap-accounts/{id} - Update IMAP account settings
• DELETE /api/imap-accounts/{id} - Remove IMAP account

IMAP Account Configuration

Each IMAP account requires the following configuration:

Basic Settings:

• Host: IMAP server hostname (e.g., imap.gmail.com)
• Port: IMAP server port (typically 993 for SSL)
• Username: Email account username
• Password: Email account password (encrypted when stored)
• Use SSL: Enable SSL/TLS encryption (recommended)

Sync Settings:

• Enabled: Enable/disable synchronization for this account
• Folders: Specific folders to synchronize (default: INBOX)
• Since Date: Start date for email synchronization
• Max Messages: Maximum number of messages to sync per session

Supported Email Providers

The plugin works with any IMAP-compatible email provider:

Gmail:

• Host: imap.gmail.com
• Port: 993
• SSL: true
• Note: Requires app passwords if 2FA is enabled

Microsoft Outlook/Office 365:

• Host: outlook.office365.com
• Port: 993
• SSL: true
• Note: May require OAuth authentication for some accounts

Yahoo Mail:

• Host: imap.mail.yahoo.com
• Port: 993
• SSL: true

Custom IMAP Servers:

• Configure host, port, and SSL settings as provided by your email provider

Email Classification Logic

Internal Domain Detection

Emails are classified as internal when:

• Sender domain matches configured internal domains
• Recipient domain matches configured internal domains
• Email originates from company email addresses

External Communication Detection

Emails are classified as external when:

• At least one participant is from an external domain
• Communication involves leads or customers
• Email represents customer service or sales communication

Ignored Email Filtering

Emails are excluded from synchronization when:

• Sender address matches ignored email patterns
• Email contains automated/system-generated markers
• Email is identified as spam or promotional content
• Email is from known automated systems (notifications, alerts, etc.)

Use Cases

Sales Team Communication Tracking

• Lead Nurturing: Track all email communications with prospects
• Sales Pipeline: Enhance lead scoring with email interaction data
• Follow-up Management: Identify leads requiring follow-up based on email history
• Response Time Analysis: Monitor sales team response times

Customer Service Management

• Support History: Maintain complete customer communication history
• Issue Tracking: Track customer issues and resolutions via email
• Escalation Management: Identify unresponded customer emails
• Service Quality: Analyze response times and customer satisfaction

Marketing Campaign Analysis

• Email Campaign Tracking: Track responses to marketing emails
• Lead Source Attribution: Identify lead sources from email interactions
• Engagement Analysis: Analyze email engagement patterns
• Content Performance: Evaluate email content effectiveness