Gmail 2-Way Email Sync
You can connect your personal Gmail email account and sync outgoing & incoming emails between the FG Funnels system and your personal Gmail accounts. You can use your email account to send, receive emails.
Steps to Connect
Please go to Settings on the left side menu.
Click on My Profile ( on the left side menu ). Then scroll down to the section labeled Email (2-way sync). Here you can select Gmail and click Connect.
It will then prompt you to choose one of the available Gmail Accounts in that browser or ask you to connect a Gmail account; select the one you need; connecting a new account will require you to enter that account's credentials in the popup that shows up. Only use a business email address you've created through Google Workspace.
You may also see a screen like this one:
Google will then ask you about which permissions you are allowing Lead Connector to have on your Gmail account; make sure to allow all and then hit enable continue:
Once you hit, Continue, you will see your desired Gmail account connected in the Email Two Way sync tab:
How does the 2-way sync work between FG Funnels and your email account?
Please Note: There are two cases of how the sync can be established:
1) The first outbound email needs to be initiated from the CRM to establish the sync. You would need to send an email to a contact from the FG Funnels CRM to initiate the sync between both platforms.
2) Gmail Sync also works if a contact that is already saved in the CRM sends an email to the User (who has Gmail Two Way sync integrated) on their Gmail Email address. The email would sync into the conversations tab. The contact also needs to be assigned to the user beforehand.
Important Note: The email address from your integrated Google account will automatically populate in the "Sender" / "From" address. Do not send emails using this as your "Sender" / "From" email address, if it is a free Gmail address ending in @gmail.com. This is bad for your sender reputation, and email deliverability. Always use a business email address.
Important Note for Service Providers On Multiple Subaccounts: If your user profile is a team member on multiple FG Funnels subaccounts ( your client's accounts ), and you have integrated your Gmail account for Gmail Two way sync on this user profile, then emails you receive from a contact will show in the "Conversations" section of all of the subaccounts that your user profile is a team member on.
So use a separate profile for your personal FG Funnels subaccount that you own. Then use a different user profile for connecting to your client's subaccounts. You could create two user profiles on the FG Funnels subaccount that you own. The first user profiles will have the Gmail 2 way sync, and only be connected to your subaccount. The second user profile will have no Gmail 2 way sync integration and be connect to your subaccount and all of your client's subaccounts.
The sent email will show up in the sent inbox of the integrated Gmail account:
Please Note: Gmail supports only ~500 emails per day and emails beyond that will be unsuccessful.
All subsequent messages in the email thread will be in sync. Outbound emails from your email will reflect in the CRM and vice versa.
It also syncs over in the conversations section in the contact's record in the FG Funnels CRM.
Please Note: The supported attachment size limit for Gmail Two way sync is 25 MB.
Other functionalities
Update Email:
This helps users change their connected email ID to another without disconnecting the previous connection.
New outbound emails from the CRM will start syncing with the newly added email address. Upcoming messages in the previously connected email ID (same thread) will stop syncing between the CRM & personal email.
Disconnect Email:
This helps users to disconnect their connection and stop the sync with the CRM. Post disconnect, emails or messages will not sync between both platforms.
BCC Address
You can include the BCC Address in the Cc or Bcc field when sending an email from Gmail/Outlook. Doing so will automatically add the contact and conversation to your CRM, streamlining communication and ensuring all relevant data is centralized. Going forward, any emails received from this contact at the Gmail inbox level will automatically sync with CRM.
Please Note: You may receive a "Delivery incomplete" error from Gmail when using BCC addresses. This occurs because we use BCC for logging purposes, and Gmail doesn't get a delivery receipt for BCC addresses.
Despite the error, your message might still be successfully posted to the CRM.
Does Two-way sync only work with individual emails or bulk emails and workflows?
How the sender domain mapping works for different types of emails:
Individual Email: On connecting a personal email account (Gmail), the Gmail email ID will be considered the sender domain for the emails the user sends for individual emails. Individual emails are sent directly from Gmail when 2-way sync is activated for the user. Be aware that Google sets a limit of 500 emails daily, which applies to this functionality.
Bulk Email: These emails will continue to be sent from the subaccount level email provider [ example: LC Mail. All new FG Funnels accounts has LC Mail integrated for sending bulk emails, such as newsletter and marketing emails ]. 2-way sync will not affect this.
Workflow & Automation: In terms of automated emails, they are not sent from the 2-way sync but dispatched from the defined subaccount level provider [ example: LC Mail. All new FG Funnels accounts has LC Mail integrated for sending bulk emails, such as newsletter and marketing emails ]. This arrangement seamlessly integrates your automated CRM workflows and the email dispatch system.
Please Note: With this setup, users can leverage the 2-way sync for their one-on-one emails while also successfully sending bulk emails. The Gmail-imposed limit of 500 emails per day applies only to individual emails, so users can send bulk emails via LeadConnector [ LC Mail ] or a diffrent SMTP, without worrying about reaching this limit. This is a thoughtful design feature, allowing users to conduct mass email campaigns without being constrained by Gmail's daily email cap.
FAQs
What happens to emails received from existing contacts?
All inbound emails from existing contacts will be reflected in the CRM and Gmail inbox. This bidirectional synchronization ensures that you have a complete record of all your communication on both platforms.
Will removing a synced account delete existing emails?
No, removing a synced account will not delete any existing emails. Your previously synced emails will remain intact, and the synchronization will only affect new emails sent or received after the account is removed.
Do new emails get synced after an account is removed?
New emails sent or received after removing the account will not be synced between the CRM and Gmail. The synchronization between the two platforms will continue for existing emails, and new emails will not be included in the sync.
Will all my existing contacts in Gmail be synced with the CRM?
Yes, the Two-Way Sync identifies and syncs existing contacts from Gmail to the CRM. Incoming emails from these contacts are automatically populated under the respective contact, but past emails ( prior to the integration being connected ) cannot be synced over.
What happens when a new email is received from a contact?
New incoming emails from existing contacts will be reflected as new emails in the CRM and Gmail. If the email belongs to an existing conversation thread, it will be displayed as a new email within the same thread.
What happens to sent emails from the CRM or Gmail?
Outgoing emails sent from the CRM will be auto-logged in the Sent folder of the synced mail. Conversely, emails from the synced mail provider will automatically appear under the corresponding CRM contact's conversations.
How are cc/bcc recipients handled in the sync?
If a user is cc'ed or bcc'ed, or included in multiple recipients in Gmail, this information is reflected under the respective contact in the CRM, ensuring comprehensive visibility of all communications. No new contacts are created for the CC and BCC email address.
What if a contact emails someone else but includes the CRM user?
In this case, the email will be reflected under the CRM, associating it with the respective contact, maintaining the complete conversation history.
How is the conversation thread managed when multiple recipients are involved?
In case of multiple recipients ( To ) in an email, the first contact becomes the conversation tab in the CRM. All subsequent emails will appear in this thread.
What if the same contact exists in multiple FG Funnels account for the same synced email address?
Email originating from the CRM will be reflected only in the respective FGF account. Subsequent replies and communication should also be specific to that FGF account. However, emails from a contact to the CRM user should be reflected in all FGF accounts.
What is BCC Address, and how does it work?
You can include the BCC Address in the Cc or Bcc field when sending an email from Gmail. This automatically adds the conversation and contact in the CRM, streamlining communication and data management. Going forward, any emails received from this contact at the Gmail inbox level will automatically sync with CRM.
How is the secure connection handled if Gmail login credentials change?
In case of changed login credentials, the CRM will require you to reauthenticate and resync the email to maintain a secure connection.
Why does the email status only show "Sent" on the contact record?
The Gmail 2-way sync integration is the reason why the emails only show a "Sent" status, when an email is sent directly from the contact record ( even after the email has been delivered and opened by the recipient ). The Gmail 2-way sync can only sync the emails to the "Conversations" section.
The tracking mechanism can only show us the "Sent" email status, not if the email has been opened or delivered, because the email is being sent directly from the contact record using the integration with Gmail, and Gmail does not feedback the data on whether an email was delivered or opened. This only applies to emails you send directly from the contact record, not bulk emails like email campaigns or workflow emails. You would need to disconnect your Gmail 2-way sync if you want to be able to see the opened or delivered email statuses, after you send an email directly from the contact record.
What happens when an email is forwarded from Gmail?
Any forwarded email to an existing contact will be treated as a sent email and synced under that contact in the CRM.
What if there are duplicate emails with multiple contacts?
Duplicate emails sent to multiple contacts will be associated with the first created contact in the CRM.