Note for accounts using Sales Records: This article includes a Legacy components section with additional information that applies to your account.
This article explains how to preview and manage emails in the Mailbox View for email accounts connected to AMS+. When your email account is connected through the Email Integration, the Mailbox View allows you to organize, archive, delete, and review emails in one centralized location.
Requirements
- You must have a work or personal email account (for example, Google/Gmail, Outlook, Yahoo, iCloud, or IMAP) connected to AMS+. Learn more.
- You must be logged into AMS+ as an Agency User or Agent CRM User.
About the Mailbox View
If you have connected an email account, you can access the Mailbox View. The Mailbox View mirrors the folders and emails in your email account.
Actions performed in your web-based or desktop email application are reflected in the Mailbox View and vice versa.
Note: Emails in the Mailbox View are not automatically associated with AMS+ records. You must manually save emails to records.
Access the Mailbox View
- Select the email icon in the AMS+ header, then choose your email account from the dropdown menu.
- Or go to My Account > Email & Calendar > Email & Calendar Integration and select the View Inbox link.
Manage emails in the Mailbox View
In the Mailbox View, you can perform the following actions:
- Archive* - Moves the email from the 'Inbox' folder into the Archive folder.
- Delete - Moves the email into the 'Trash' or 'Deleted' folder. Deleting an email from the Mailbox View will delete it from your email account and can't be undone.
- Move emails between folders (also drag and drop) - Takes the email out of one folder and places it into another.
- Search email content - Find a specific email conversation using keywords and phrases.
- View individual emails - Open and view email messages in your inbox and other folders (labels in Gmail).
- Download attachments - Download email attachments directly to your computer.
-
Save as Activity - Creates a new Activity in AMS+ and associates it with an Agent, Carrier, Group, or Individual of your choosing. The following email data is pre-populated in the Activity:
- Email subject is populated in the Activity Subject.
- Email message is populated in the Activity Notes.
- Email attachments are attached to the Activity.
- Save as Email - Associates the email with an Agent, Carrier, Group, or Individual of your choosing.
*Available to Gmail email accounts only. Unlike most email providers, Gmail uses "labels" instead of folders. In Gmail, there are default "Inbox" and "All Mail" labels. When you archive an email in Gmail, the email loses its "Inbox" label but gains the "All Mail" label.
While similar to a web-based or desktop email application, you can't perform these actions in the Mailbox View:
- Compose emails
- Send emails
Note: Archiving, deleting, or moving emails between folders in a web-based or desktop email application will be reflected in the Mailbox View.
Troubleshooting and visibility
Missing email content
If an email opens without content, it may have been deleted from your email account. Log in to your email provider directly to verify.
Email account disappeared from Mailbox View
Go to My Account > Email & Calendar > Email & Calendar Integration and reconnect the account.
Add an email account
Go to My Account > Email & Calendar > Email & Calendar Integration and add the account. You will need your login credentials and app password if required.
Hide or remove an email account
Go to My Account > Email & Calendar > Email & Calendar Integration and inactivate or remove the account:
Inactivate retains integration settings.
Remove deletes integration settings and requires re-setup.
Email visibility
- Anyone with access to a record can view emails or Activities saved to that record.
- Saved emails can be deleted from records.
- Activities cannot be deleted in the same way.
- If another user connects your email account, they can view your emails in the Mailbox View.
Legacy components
The following content applies only to accounts still using Sales Records. If you're unsure whether this applies to you, check your subscription package on the Subscription page. Accounts on Enhanced Records will show a package type that includes "+ Enhanced Records" (e.g., Accelerate + Enhanced Records). If your package does not include "+ Enhanced Records," this section applies to you.
Legacy components in this section:
- Saving Activities to Sales Records — accounts using Sales Records
Saving Activities to Sales Records
When using Save as Activity, you can also associate the Activity with a Sales Record. For full details including required permissions, see How to save an email as an Activity in AMS+.