Table of Contents
Requirements
Before you begin, be sure that you have already taken a look at the Email Authentication Requirements for Aspire! This article will help you confirm that you are set up from an IT Administration standpoint to send email through Aspire effectively!
Overview
Emails that are sent from Aspire can go out through your Gmail or MS365 and will show up in your sent folder.
It's possible to pull selected emails from your MS365 or Gmail and have them loaded back into Aspire.
In addition, calendar appointments created either in Aspire, Gmail, or MS365 sync in either direction. Recurring appointments must be scheduled in MS365 or Gmail, but if synced, will appear in Aspire.
📌 Note: Even if the calendar sync is turned on, any appointments or calendar events created outside of Aspire will be read-only. Additionally, when syncing email with Aspire, any mail enabled groups such as distribution groups, lists, or shared mailboxes will not work.
Syncing Your Microsoft 365 Email and Calendar to Aspire
Syncing a Microsoft 365 account differs from syncing a Microsoft Exchange account. Exchange is no longer supported. Both Microsoft 365 and Google support Multi-Factor Authentication (MFA).
Keep in mind, a sync token will last 90 days and is validated once an employee loges into the synced account from Aspire. As long as a user logs into Aspire once every 90 days, the token will stay current and the integration continues to work!
A couple notes about Microsoft 365:
Modern cloud-based and supported by Microsoft.
Access email from anywhere
IT may refer to their setup as Exchange Hybrid or Exchange Online
Supports MFA (Multi-Factor Authentication)
Instructions:
Click your Profile icon in the bottom left corner of the Aspire menu. Click User Settings.
Choose Microsoft 365 as your Provider.
Select the Sync Email and Sync Calendar options.
Select Sync Aspire Folder if you want copies of emails to appear under customer's Activities in their contact record.
🧠 When you select Sync Aspire Folder, two folders will be added to the MS365 account: they are called Aspire and Processed.
🧠 Once you are synced effectively, any email you get in your inbox and you drag into this folder, will sync with Aspire and sync to the customer’s Activities in their Contact record. To get the emails to sync to Aspire, you have to manually drag emails into the Aspire folder when an email comes in your inbox.
The Regarding field is not filled out when emails are dragged into this folder. Once you are back in Aspire, enter information into the Regarding field and attach it to an opportunity, property or work ticket.
This makes sure the email will start to appear in other modules of Aspire and not just under the customer's Activities.
Keep in mind the following information:
A valid email address is required for the Sync to work.
Syncing happens once an hour.
Choose a Calendar Privacy Setting.
📌 Note: A Public calendar privacy setting makes the calendar visible to all company members.
A Private calendar privacy setting will make appointment details visible only to those within the company that the calendar is shared with. The names of those that the calendar is shared with will populate in the Shared With field. If the calendar is not shared, those company members will only be able to view a block of time without appointment details.
4. Select Microsoft 365 from the Provider drop-down menu.
5. Click the Save button in the top right corner of the screen.
After clicking Save, a login prompt from Microsoft 365 will appear. If MFA is enabled, the opted MFA process will take place after the correct email address and password details are entered within the MS365 login prompt.
If MFA is not enabled, the account will be authenticated after the correct email address and password details are submitted within the login prompt from Microsoft 365.
⚠️ For MS365 users, only sync one Aspire user per MS365 email account. Syncing multiple Aspire users to a single MS365 account could trigger throttling from MS365 due to spam-like behavior (high number of sent items queuing up simultaneously). Aspire will then have no control over forcing items through, like end of the month invoices.
Syncing Your Google Email and Calendar to Aspire
Syncing a Google account differs from syncing an Exchange account. Both Google and Microsoft 365 support Multi-Factor Authentication (MFA).
Keep in mind, a sync token will last 90 days and is validated once an employee loges into the synced account from Aspire. As long as a user logs into Aspire once every 90 days, the token will stay current and the integration continues to work!
Click your Profile icon in the bottom left corner of the Aspire menu. Click User Settings.
Select the Sync Email and Sync Calendar checkboxes.
3. Select Google from the Provider drop-down menu.
4. Enter the work email address for a Google account.
5. Then, click the Save button in the top right corner of the screen.
📌 Note: If Multi-Factor Authentication is enabled, the Allow window with the Google MFA process will take place after Save is clicked.
If MFA is not enabled, the account will be authenticated after the correct email address and password are provided within the login prompt from Google.
6. Select Sync Aspire Folder to view emails that originate in Aspire from the Google account. By selecting this option, two Labels (this is Gmail's version of folders) will be added to your Google account - Aspire and Processed. You do not have to create them, they will be created automatically.
⚠️ Initial creation when syncing email folders in your email client can take up to 24 hours!
🧠 Emails manually moved or copied into the Aspire folder will be copied into Aspire. These emails will move from the Aspire folder and end up in the Processed folder once they have synced. Please note that this can take up to an hour! 🕐
Then, they will be displayed under activities tied to the contact record of the recipient. You can go to the contact record and under the 3 dot menu select More Activities, or head to the Activities module and search by contact and Activity Type of Email to locate the email record:
Keep in mind the following information:
A valid email address is required for the sync to work.
A Sync happens once an hour.
The Regarding field is not filled out when emails are dragged into the Aspire folder. Once you are back in Aspire, enter information into the Regarding field and attach it to an opportunity, property or work ticket.
This makes sure the email will start to appear in other modules of Aspire and not just under the customer's Activities.
7. Choose a Calendar Privacy setting.
8. Note: A Public calendar privacy setting makes the calendar visible to all company members.
A Private calendar setting will make appointment details visible only to those within the company that the calendar is shared with. The names of those that the calendar is shared with will populate in the Shared With field. If the calendar is not shared, those company members will only be able to view a block of time without appointment details.
Resyncing Your Email and Calendar
If your emails, when your account is synced, are showing as Undeliverable or your emails are sending to the wrong locations, consider resyncing your email and calendar.
You will need to do the following:
From the Home Screen, click your profile icon.
Then click User Settings.
Your User Settings screen will appear. Uncheck the Sync Email and Sync Calendar checkboxes under the Sync section.
Select Save in the upper right corner of the screen.
Go back into your User Settings screen.
Check the boxes again you need to sync, choose your email provider, and then fill out the required information again.
Once finished following the specific email provider's steps, click Save.
🧠 If this does not fix your issue, reach out to the AspireCare team for additional troubleshooting!
⚠️ Here are some common issues you might run into that would warrant a resync:
Unaccepted Provider
Aspire supports Microsoft 365 and Google Suite.
Any other options will need to rely on the SMTP option via SPF and DNS validation.
Sync Break
Password Change
This typically occurs due to needing to change the password for the Google or Microsoft accounts that are synced to Aspire. A resync would need to take place to resolve the issue.
Token Expiration
Aspire stores an authorization token that will stay valid for 90 days. This token refreshes each time a user logs into Aspire.