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.
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