Configuring E-mail integration using Gmail

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Configuring E-mail integration using Gmail

Overview

The following article provides a reference to configure Bizagi's E-mail Integration feature by using a Gmail account.

 

Email integration_gmail

 

This articles specifically illustrates the relevant steps to Gmail, needed when choosing to use its mailbox service.

Prerequisites and prior steps in Bizagi when using E-mail integration (such as setting the connection to your SMTP E-mail server or ensuring that your task has the ideal characteristics for E-mail integration) are not depicted below, but are described at E-mail Integration.

 

 

What you need to do in Bizagi

The following list illustrates an outline of the steps you need to carry out in order to enable a Gmail account for this use.

 

1. Enable IMAP/POP3 in your Gmail settings

Enable the retrieval of messages from Gmail through the IMAP or POP3 protocol.

 

2. Enable Gmail security.

Allow Bizagi to access your Gmail dedicated account with adequate security settings.

 

3. Configure E-mail integration in Bizagi.

Once you have enabled IMAP or POP3 in your Gmail settings and the access from external application is granted, configure E-mail integration by specifying the corresponding parameters as instructed by Gmail.

 

Example

The below reference shows an example for either IMAP or POP3 use, though for testing and evaluation purposes, it is recommended to use IMAP.

 

1. Enable IMAP/POP3 in your Gmail settings

The first step is enabling the retrieval of massages from Gmail through the IMAP or POP3 protocol.

Such protocols are not enabled by default. To do so, carry out these steps:

 

1.1 Sign in to Gmail with the account you will set for Bizagi's dedicated use.

Recall that once this feature is set up, yourself should not mark/read new e-mails or otherwise Bizagi will not fetch them.

 

1.2. Click on the Settings menu (represented by the gear icon) located at the top right, and select Settings.

 

Gmail_01

 

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1.3. Click Forwarding and POP/IMAP.

 

oFor IMAP  (recommended option):

Locate the IMAP Access section and tick the Enable IMAP radio button.

You may leave the remaining options as set by default.

 

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oFor POP3 :

Locate the POP Download section and select Enable POP for all mail.

Then, configure what to do with your messages after your POP client has fetched mails (for instance, you may choose to leave a copy).

 

Gmail_03

 

1.4. Click Save Changes in order to apply the setting in Gmail.

 

2. Enable Gmail security

The next step is configuring Gmail security to allow access to this dedicated account.

For E-mail integration, you will need to allow access from external applications. To do so, carry out these steps:

 

2.1 Access https://myaccount.google.com/security.

You may need to specify the credentials of your dedicated account again.

 

2.2 Click Connected apps & sites.

This option is located In the left section, under Sign-in & security.

 

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2.3 Enable access from external applications.

Scroll down until reaching the Allow less secure apps option, and toggle the control to its right.

 

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This will automatically enable access from Bizagi to the current Gmail account, and at this point you may sign out or leave Gmail settings.

 

3. Configure E-mail integration in Bizagi

Once you have enabled IMAP or POP3 in your Gmail settings and the access from external application is granted, configure E-mail integration by specifying the corresponding parameters as instructed by Gmail.

To do so, carry out these steps:

 

3.1 Open the Environment configuration and locate the Popular tab to configure the E-mail integration section.

 

Email integration_Environment

 

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Recall that at this point you need to have already configured the connection to your SMTP server as shown above.

 

3.2 Configure the parameters according to the table presented below and your specific account:

 

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PARAMETER

VALUE

Enable lookup email

Yes

Connection type

IMAP / POP3
Depending on the option enabled in the step 2 of this guideline.

Enable SSL

Yes

Port

For IMAP: 993

For POP3: 995

Account

Your account's email address (including @gmail.com or @your_domain.com)

Host / Mailbox service

For IMAP: imap.gmail.com

For POP3: pop.gmail.com

Username

Your email address (username@gmail.com or username@your_domain.com)

Password

Your Gmail password

 

Click Ok and close this window.

At this point, all settings relevant to E-mail integration using a Gmail mailbox service are completed!