IMAP email sync that keeps customer mail on the record
Set up IMAP email sync for any mailbox with an app password in a few minutes. DigiPix Flow tests the login, reads the inbox you choose and your Sent folder on a schedule, and files mail from your leads and contacts onto their records — without touching anything in the mailbox itself.
- Works with Gmail, Outlook and Zoho over IMAP
- Read-only: your mailbox is left exactly as it was
- Only mail from known leads and contacts, by default
- fields to connect a mailbox
- 7
- between checks, by default
- 5 min
- of mail you can re-scan on demand
- 30 days
What goes into a connected mailbox
- IMAP hostimap.gmail.com, imap.zoho.in and others
- App passwordEncrypted as soon as it is saved
- Your folderINBOX, or the folder you pick
- Sent folderFound for you and read as outgoing
- Known sendersLeads and contacts already in your CRM
- ScheduleChecked every 5 minutes to start
The best conversations happen outside the CRM
Reps answer buyers from Gmail or Outlook because that is where the buyer wrote. The quote, the revised drawing and the go-ahead all sit in a personal mailbox, and the lead record in the CRM still says nobody has been in touch.
Copying emails by hand never lasts
Forwarding each message to a shared address or pasting it into a note works for a week. Then a busy afternoon comes along, attachments are left behind, and the record only tells half the story when a manager or a colleague opens it.
Nobody wants their personal mail in a shared system
A tool that copies a whole mailbox brings in bank alerts, family messages and newsletters along with customer mail. Your team rightly refuses to connect it, and the customer conversations stay out of sight with everything else.
Seven fields, and your mailbox is connected
Open Integrations, choose the IMAP mailbox card and fill in the manage sheet: the IMAP host, the port, the mailbox's email address, its password or app password, and the folder to read. Use SSL and the known-senders filter are already switched on, so most teams only type three things before they press Connect.
- IMAP host, port, username and password
- Port 993 and the INBOX folder filled in for you
- Use SSL switched on by default
- Only import mail from known leads and contacts, on
A real login test before anything is saved as connected
When you connect, DigiPix Flow signs in to the mail server with the details you gave and opens the chosen folder read-only to prove it can see it. You get a plain answer: IMAP login succeeded, or IMAP login failed with the server's own reason, such as a wrong password or a host that does not answer.
- A genuine sign-in to your mail server
- The chosen folder opened read-only as a check
- The server's reason shown if the login fails
- Your password encrypted at rest
Both sides of the conversation, without changing a thing
The folder you chose is read as incoming mail, and DigiPix Flow finds the mailbox's Sent folder by itself and reads it as outgoing mail, so a rep's answers sit beside the buyer's questions. The connection only ever reads: nothing is flagged, moved or removed, and messages your team has not opened yet stay unread in their mail app.
- Your chosen folder brought in as incoming mail
- The Sent folder detected and read as outgoing
- Unread mail stays unread in your mail app
- Nothing moved, flagged or removed in the mailbox
Customer mail comes in. Personal mail stays personal
Out of the box, DigiPix Flow only imports an email when the person on the other side is already a lead or contact in your workspace. A note from a bank, a school or a friend is left alone in the mailbox and never copied across. Switch the filter off only if the mailbox is used for nothing but customer work.
- On by default for every new mailbox
- Emails from unknown senders skipped, not stored
- Matched against the leads and contacts you already have
- Turn it off for a shared sales-only mailbox
Synced mail lands on the lead, with its attachments
Imported email goes through the same handling as replies to mail sent from DigiPix Flow. It is threaded into the right conversation, attachments are virus-scanned, and a reply asking you to stop emailing is treated as an unsubscribe. Every copy is checked by its Message-ID, so the same email never appears twice.
- Threaded onto the lead or contact it belongs to
- Attachments virus-scanned and kept with the email
- Replies asking you to stop are treated as unsubscribes
- Duplicates recognised by Message-ID and skipped
Checked on a steady schedule you control
The first sync reaches back seven days, so recent conversations appear as soon as that first check finishes. After that the mailbox is checked every five minutes unless you choose another frequency. Added a lead who wrote to you a fortnight ago? Press Re-scan last 30 days, and anything already imported is recognised rather than copied again.
- The last 7 days brought in on the first sync
- Checked every 5 minutes, or at the frequency you set
- Retry sync whenever you want a check now
- Re-scan last 30 days after adding new contacts
Gmail, Outlook, Zoho, or your hosting company's mail
Anything that offers IMAP can be connected. For Gmail use imap.gmail.com, for Outlook and Microsoft 365 use outlook.office365.com, and for Zoho use imap.zoho.in, each with an app password created in that account's security settings. Gmail and Outlook sign-in are coming later; until then, connect them over IMAP with an app password.
- Any IMAP mailbox, including your web host's
- Host examples for Gmail, Outlook and Zoho
- App passwords keep your main password private
- Gmail and Outlook sign-in are coming later
Pause it for a while, or disconnect for good
The manage sheet shows whether the mailbox is healthy and when it was connected. Switch on Pause this connector to stop checking without losing the setup, then switch it off to carry on checking. Disconnect revokes the connection and deletes the stored password, while the emails already on your records stay put.
- Pause this connector without disconnecting
- Turn the pause off and checks carry on
- Disconnect deletes the stored password
- Emails already imported stay on the record
From app password to mail on the record, in five steps
- STEP 01
Create an app password
In your Gmail, Outlook or Zoho security settings, for DigiPix Flow only.
- STEP 02
Fill in the IMAP card
Host, port, email address, app password and the folder to read.
- STEP 03
Pass the login check
IMAP login succeeded, or the server's reason if it did not.
- STEP 04
First sync runs
The last seven days of customer mail, from your folder and Sent.
- STEP 05
Mail joins the record
Checked every five minutes, threaded onto leads and contacts.
Mailbox sync vs forwarding emails by hand
| What it covers | Forwarding by hand |  DigiPix Flow |
|---|---|---|
| Getting a customer email into the CRM | Forward it, or paste it into a note | Brought in on the next scheduled check |
| The rep's own replies | Usually forgotten | Read from the Sent folder as outgoing mail |
| Attachments | Downloaded and uploaded again, if at all | Kept with the email and virus-scanned |
| Personal mail | Left to each rep's judgement | Skipped unless the sender is a lead or contact |
| The same email twice | Two copies on the record | Recognised by Message-ID and skipped |
| Your mailbox | Folders and labels juggled to keep track | Read only, left exactly as it was |
| When a rep leaves | The history leaves with their mailbox | Imported conversations stay on the record |
The other ways customers reach your records
Mailbox sync brings customer mail in. Email your team sends from DigiPix Flow goes out from your verified domain through Email sending, and WhatsApp and SMS conversations join the same records.
Mailbox sync questions, answered
Which mailboxes can I connect?
Any mailbox that supports IMAP, including Gmail, Outlook and Microsoft 365, Zoho Mail and the mail that comes with most web hosting. You need the IMAP host, the port (usually 993), the email address and a password or app password.
Why do I need an app password?
Gmail, Outlook and Zoho block ordinary passwords for IMAP once two-step verification is on, which it should be. An app password is a separate password made just for DigiPix Flow, so your main password stays private and you can withdraw the app password from your account at any time.
Can I sign in with my Google or Microsoft account instead?
Not yet. Gmail and Outlook sign-in are coming later, once Google and Microsoft have finished their reviews. Until then, connect those mailboxes over IMAP with an app password; it reads the same folders.
Will DigiPix Flow change anything in my mailbox?
No. The connection is read-only. Messages are not flagged as read, moved, labelled or removed, so your mail app looks exactly the same after a sync as it did before.
Will my personal emails end up in the CRM?
Not by default. Only import mail from known leads/contacts is switched on for every new mailbox, so an email is only brought in when the other person is already a lead or contact. Everything else stays in the mailbox and is never copied.
How often is the mailbox checked?
Every five minutes by default, and you can choose a different frequency in the manage sheet. Mail is picked up on the next check rather than on arrival. Press Retry sync if you want a check straight away.
How far back does it go?
The first sync brings in the last seven days. If you add a lead or contact who emailed you before that, press Re-scan last 30 days; emails already imported are recognised by their Message-ID and are not duplicated.
Can my team send email through the connected mailbox?
No, mailbox sync only reads. Email your team writes in DigiPix Flow goes out from your workspace's verified domain, which you set up under Email sending, and replies still come back onto the same thread.
What happens when I disconnect?
The connection is revoked and the stored password is deleted, so DigiPix Flow can no longer read the mailbox. Emails already imported stay on the leads and contacts they were filed against. If you only need a break, use Pause this connector instead.
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Put the customer mail your team already has on the record
Talk to an expert — bring the mailbox your team uses and see a customer email land on the right lead, with personal mail left alone.
- A real person, not a bot
- Bring the mailbox you use today
- See customer mail land on the record