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No more switching to your email program to see the message you sent to John Smith about his listing. Now all you have to do is tell Top Producer CRM where you get your email, and then the messages you’ve sent/received in these accounts will automatically appear in the appropriate Top Producer CRM contact records! Convenient, isn’t it?

An important heads up: This integration doesn’t copy your email, but rather provides a live look at the sent/received messages in your email account. So, if you delete a message from your email account, the message won’t appear in Top Producer CRM.

Will this work with my email?

This feature plays well with Gmail and all email providers that use IMAP. (Yahoo!, AOL, Outlook.com, Mail.com and GMX all use IMAP.)

If you’re using Outlook or Apple Mail to check your email, it’s easy to find out if you have an IMAP account:

Outlook

Remember, this feature supports IMAP. If you have an Exchange account, ensure you or your administrator has enabled IMAP. If you are using POP3, chances are your email provider also supports IMAP. Contact them and ask about switching to IMAP.

Outlook 2010:

Go to File > Account Settings > then click Account Settings in the sub-menu. Look in the Type column to see if you’re using an IMAP account.

Outlook 2007:

Go to Tools > Account Settings. Look in the Type column to see if you’re using an IMAP account.

Outlook 2003:

Go to Tools > E-mail Accounts > click View or change existing e-mail accounts > click Next. Look in the Type column to see if you’re using an IMAP account.

Apple Mail

In Apple Mail, go to Mail > Preferences. Click Accounts at the top of the page > select your account > view the Account Type on the right. If it’s IMAP, you’re good to go.

If you still don’t know if your email provider uses IMAP, the FAQs below contain details on a few providers (like GoDaddy and Outlook.com). Or, you could contact them to find out for sure.


How to set this up

Required: If you have multiple Gmail accounts, make sure you sign in to the account you want to add first.

In the Settings area, go to Email > Email Accounts > enter your email address > click Add Account.

account-setup

If you’re using Gmail, grant access and off you go!

If you’re using IMAP, you may need to know some additional info. View details

Depending on your provider, we may know your IMAP settings already. If the Server field displays something OTHER than imap.server.com, you’re likely good to go. (For example, you’re using Yahoo! and imap.mail.yahoo.com appears in the Server field. This means we know your settings.)

yahoo-imap-settings

If the Server field displays imap.server.com, you need to find out your server name and port.

If you’re using Outlook or Apple Mail to check your email, finding this info is easy:

Outlook 2010

Go to File > Account Settings > then click Account Settings in the sub-menu. Select your account > click Change > jot down the Incoming mail server. Click More Settings in the bottom right > click the Advanced tab > jot down the Port.

Outlook 2007

Go to Tools > Account Settings > select your account > click Change > jot down the Incoming mail server. Click More Settings > click the Advanced tab > note the Incoming server (IMAP) port number.

Outlook 2003

Go to Tools > E-mail Accounts > click View or change existing e-mail accounts > click Next. Select your account > click Change > jot down the Incoming mail server. Click More Settings > note the Incoming server port number.

Apple Mail

In Apple Mail, go to Mail > Preferences. Click Accounts at the top of the page > select your account. Jot down the Incoming Mail Server > then click the Advanced tab and jot down the Port number.

If you’re not using any of the above, you can either contact your email provider or, if you need it, we’d be happy to help! Call us at 1-800-830-8300.


How to view a contact’s email history

Once you’ve set this up, you can view the communication history from the contact record’s Email History tab in Top Producer CRM on your desktop. 

email-history-contact-record

And you can also view the communication history from the new Email History tab in Top Producer CRM on your mobile device!

mobile-email-history


FAQs

Now that I have a history of my email in Top Producer CRM, can I delete the email from my email program?

Not if you want a record of the messages! Any email you delete in your email program will no longer appear in Top Producer CRM. This integration doesn’t copy email, but rather provides a live look at the sent/received messages in your email account.

If you don’t care about keeping a record of certain messages, go ahead and delete them.

GoDaddy is my email provider. Can I use this feature with my GoDaddy account?

Yes, IF you subscribe to the Unlimited Business plan, which uses IMAP. See the GoDaddy site for more info.

I have a Hotmail account. Can I use this feature with my Hotmail account?

Yes, this feature works well with Outlook.com, which includes hotmail.com, live.com and outlook.com.

Where can I view the communication history for a contact?

From the contact record! Just open the contact’s record > from the Summary tab, click Email History.

email-history-tab

There are two tabs within the Email History tab in the contact record—My Email and Top Producer Email. What do these 2 tabs display?

The My Email tab displays email you send/receive from any external accounts that you’ve set up (see How to set this up above).

The Top Producer Email tab displays:

  • Email you’ve sent from the Follow-up Coach.
  • Any mass emails you’ve sent, as well as email sent using Top Producer Email.
  • Emails sent using the Activity and Plan features.
  • Email copied using the Link to Contacts feature in Top Producer Email.
  • Email copied using Outlook and Google Sync.

Note: If you’ve sent an email on your mobile device and wrapped it up, this won’t appear on the Top Producer Email tab, but can still be viewed from the contact record’s Activities tab.

email-history-contact-record

Will email sent from the Follow-up Coach appear on the new Email History tab?

Yes! These emails will appear on the Email History > Top Producer Email tab.

tp-email-tab

I'm used to viewing my email history on the contact record's Activities tab. Should I still view the history there, or will all of this history now appear on the Email History tab?

Almost all of the email history you used to view on the contact record’s Activities tab now appears on the Email History > Top Producer Email tab as well. The only item that won’t appear on the Top Producer Email tab is email you’ve sent from your mobile device that you’ve wrapped up. These will only appear on the contact record’s Activities tab.

For details on what will appear on each tab, see the “There are two tabs within the Email History…” FAQ above.

I'm completely confused. There's Google Sync, Outlook Sync, Top Producer Email and multiple different ways to copy email to related contact records. How are these different from Email History?

We understand your confusion! The table below provides details on each feature, but to summarize, unless you are using a POP3 account, or care about keeping records of email you delete in your email program, the Email History feature is the easiest way to view your communication history in your related contact records. All other methods require you to copy email on a per-email basis, which can be tedious.

Feature What you can do Why you should use it
Email History View your email history. Just add your email accounts and, like magic, all related emails appear in the associated contact records.

When it comes to viewing email, this is the easiest method, since it’s automatic and you don’t have to copy on a per-email basis.

The only reason you wouldn’t use it is if you’re using a POP3 account, or you want to keep records of deleted email. Since this displays what’s in your account—and doesn’t copy it—email you delete from your email program won’t appear in Email History.

Top Producer Email

Send/receive email from within Top Producer, using an @topproducer.com or POP3 account.

Copy email to related contacts using the Link to Contacts functionality.

Use to send email from within Top Producer CRM.

It’s only recommended to copy email using this method if:

  • You still want email history from the account you’re using with Top Producer Email. (The Email History feature supports Gmail and IMAP accounts, and the account you’re using with Top Producer Email uses POP3.)
  • You want to keep records of deleted email. Since this displays what’s in your account—and doesn’t copy it—email you delete from your email program won’t appear in Email History.
Google Sync

Sync your Google contacts and calendar with Top Producer CRM.

You can also copy email you send/receive in Gmail to Top Producer CRM for your records.

Use to sync your calendar and contacts with Top Producer CRM.

It’s only recommended to copy email using this method if you care about keeping records of email you delete in Gmail. Since Email History displays what’s in your account—and doesn’t copy it—email you delete from Gmail won’t appear in the Email History.

Outlook Sync

Syncs your Outlook appointments and contacts with Top Producer CRM.

Email integration:

  • While composing email in Outlook, you can search your Top Producer contacts and add them to the recipient list.
  • Copy email you send/receive in Outlook to Top Producer CRM.

Use to sync your calendar and contacts with Top Producer CRM, and add Top Producer contacts to the email you send in Outlook.

It’s only recommended to copy email using this method if you care about keeping records of email you delete in Outlook. Since Email History displays what’s in your account—and doesn’t copy it—email you delete from Outlook won’t appear in the Email History.

Will this feature copy email to my Top Producer CRM contact records?

No, this doesn’t copy email to Top Producer CRM. It just provides a live look at the sent/received messages in your email account.

Do I still need to copy email using Google Sync, Outlook Sync or Top Producer Email?

See the “I’m completely confused” FAQ above for more details, but basically, unless you are using a POP3 account, or care about keeping records of email you delete in your email program, the Email History feature is the easiest way to view your email communication history. All other methods require you to copy email on a per-email basis.

If I delete an email in my account, will it still appear in my Top Producer CRM contact record?

No, since this feature just displays what’s currently in your email account, the deleted email will no longer appear in Top Producer CRM.

Which folders in my email accounts will you look at when determining which email to display?

We’ll look at all the folders in your email account except for the Trash and Spam folders.

Can I view my email history from the mobile version of Top Producer CRM?

Yes, the mobile version got a new Email History tab too!

mobile-email-history

For details, see Viewing Email History on Your Mobile Device.

Can I reply to or forward an email when viewing the history in Top Producer CRM?

No, currently you can only view the email and any attachments from within Top Producer CRM.

Can I print a batch of emails at a time?

No, the closest you can do is to bring up an email thread/conversation > click CTRL+A on your keyboard to select all of the text > copy (CTRL+C) and paste (CTRL+V) this into a document where you can print.

I'm setting up my Gmail account and I get a message that says “Failed to create IMAP connection”. Why is this?

If you see the screen below when adding your Gmail account, it’s just because you’re signed in to another Gmail account. Make sure you’re signed in to the account you want to set up first, and then you can add it to Top Producer CRM.

multiple-gmail-accounts

I've added my email account and everything was working fine, but now I can't view the latest email history and the Status in the account setup says Invalid Credentials. Why is this?

It’s likely that the permissions you granted Top Producer CRM have been revoked. All you have to do is delete the account and then add it back in the Email Accounts area in Settings.

invalid-credentials

How do I stop email from a specific account from appearing in Top Producer CRM?

Delete the account from the Settings area in Top Producer CRM! This won’t affect the emails in your email account. Top Producer CRM just won’t display emails from this account anymore.

delete-account