How an IMAP sync works in FF
The IMAP (Internet Message Access Protocol) sync will retrieve and display emails that you have sent and received from your own email client e.g. Outlook, in FF. The emails are displayed in the emails tab of the staff and student profiles in FF. All emails in your mailboxes will be synced so you will see emails that have already been sent. The IMAP should sync emails instantly but this will depend on your email client.
This will make the CC function (using firstname.lastname@example.org) that copies sent emails into FF redundant, as the IMAP sync can sync both sent and received messages automatically.
Which emails are synced with IMAP?
Emails are synced using the following rules:
- Sync emails if there is an addressee (To, From, CC, BCC) which is a candidate or contact profile (includes the following profile types: contact, prospect, applicant, student, alumnus).
- Do not sync emails if all of the addressees are a staff or lecturer profile.
How to set up an IMAP sync for a staff account
An IMAP sync needs to be set up separately for each staff account as the details of their own email inbox need to be added.
To be able to access the IMAP sync please ask FF support to activate the core.institutions.user_emails_imap_settings permission for your staff role.
Once this permission is activated you can then enter your IMAP details and set up the sync by going to your Profile Settings by clicking on the icon in the bottom left.
And then enter your IMAP details and click to select the mailboxes you want to sync. In order to receive both sent and received emails then both the "inbox" and "sent" mailboxes need to be selected.
To find your IMAP details please see the guides below for Gmail and Outlook.
How to create new profiles via IMAP sync
If you would like to create new profiles when you receive an email then you have the setting below where you can choose whether new profiles will be created or not.
Please note that your email account may require you to verify that you allow FF to sync emails via IMAP. This should come in the form of an email after you set up your IMAP sync in FF or may only appear in your email account settings.
If you have two-factor authentication set up then you may also need to create an application specific password. See the guide for setting up an application specific password for your Google account here - https://support.google.com/accounts/answer/185833?hl=en
Frequently asked questions
Will emails continue to sync for suspended users?
No, syncing will stop as soon as a user is suspended.
How can I delete emails that have been synced?
Please contact support to delete any emails. Once emails have been synced they will remain in FF even after you delete the emails from your email client.