The Email Collector Module in MokoCRM allows the system to automatically retrieve emails from an external inbox (IMAP/POP3) and convert them into leads, tickets, or attached documents. It streamlines communication capture and reduces manual data entry by integrating email directly into the CRM workflow.
🧾 Enabling the Module
- Navigate to:
Home → Setup → Modules → Email Collector - Click Activate
- Then go to Setup → Email Collector Configuration to define mail server settings
📬 Mailbox Configuration
- Choose protocol: IMAP or POP3
- Enter:
- Mail server (e.g., imap.example.com)
- Port and security method (SSL/TLS)
- Login credentials (email address and password)
- Set frequency of collection (e.g., every 5 minutes)
- Define the folder(s) to monitor (Inbox, Custom)
📥 Handling of Retrieved Emails
- Automatically:
- Create Third Parties or Contacts if sender is unknown
- Open a Ticket or Note under the matched record
- Attach email body and files to a Document entry
- Use rules to:
- Filter by subject or sender
- Ignore spam or auto-replies
🔗 Integration With Other Modules
- CRM: Link collected messages to third parties or leads
- Helpdesk: Automatically open and assign support tickets
- Projects: Attach relevant email threads to project notes
- Documents: Save email attachments in associated folders
🔐 Security and Access
- Credentials are stored encrypted
- Only authorized users can view or change connection settings
- Collected data respects MokoCRM’s permissions and visibility rules
📌 Best Practices
- Use a dedicated mailbox for CRM collection (e.g., )
- Apply server-side filters to minimize noise
- Test configuration with a sample message before going live
- Monitor logs for errors or failed retrievals
- Combine with the Notifications module to alert staff of new inbound messages