Your system can connect to your practice Google Workspace or Gmail email account, allowing you to send and receive emails from EXACT using your practice email account.

Configuring a Google Workspace or Gmail Email Account

Your Google email account must have 2-Step Verification enabled to be connected to EXACT.

Enabling 2-Step Verification for Gmail

🔗 Google Help Center instructions for enabling 2-step verification.

1. Log into your Google account.
2. In the top right go to Settings - See all settings.
   • Then Forwarding and POP/IMAP.
   • Ensure that IMAP is Enabled for the account (or enable POP if this will be used instead).
     ⚠️ Please Note: IMAP will retain a copy of the email in your Gmail account, however this will be marked as read as EXACT is viewed as opening the email, the email will not be marked as opened in EXACT until a user opens the email.
     💡Tip: If you would like for the email to remain unread in Gmail, enable POP and enable the setting keep Gmail's copy in the inbox.
     

     

3.  Go to the Accounts and Import tab.
   • Then Other Google Account settings.
   • Select Security, on the left.
     • Scroll down to the section How you sign in to Google.
     • Then select 2-Step Verification.
       
4.  Now select Get Started where you will be prompted to log into your Gmail account.
   • You will now be asked to enter a phone number to set up for the 2-Step Verification, this will send you a code to enter, once this code is entered you can then enable 2-Step Verification.
     💡Tip: If you don't want to use a mobile phone, select Show more options to setup an alternative verification method.
     

Enabling 2-Step Verification for Google Workspace Email Accounts

🔗 Google Help Center instructions for enabling 2-step verification.

1. Log into the admin account with a Super Admin account at admin.google.com/
2. Select Security - Authentication - 2-step verification.
3. You will need to Allow users to turn on 2-Step Verification and save these settings. This will allow it's this setting to be enabled within user accounts.
   ⚠️ Please Note: Additional settings are available within 2-step verification, for further guidance on these please use Google's help information to make an informative decision on these

Configuring a Google Workspace or Gmail Email Account in EXACT

1. Log into EXACT.
2. Go to Configure - Email and SMS Setup.
3. Select Gmail .
4. Enter your email address into Practice Email Address.
5. Click Sign in with Google.
6.  Your internet browser will open, where you will be prompted to chose your Gmail account.
   • If your account is not displayed in the accounts options, add your account by using another account then following the login process.
     
7.  Once signed into your chosen account, you will be prompted to confirm you wish to connect your Email account to the EXACT Email Connector.
   
8. After confirming this, you can close your internet browser and return to EXACT.
   
   • If you are re-authenticating a previously authenticated account you will be presented with a successful authentication prompt, clicking OK on this prompt will close the browser.
9. Once connected, confirmation of the authentication will be displayed in your email configuration;
   • A green tick will display if the authentication has been successful.
   • A red cross will display if the connection has unsuccessful, if this is displayed please view the resolutions outlined below.
     
10. The Status will updated with a green tick and the word Authenticated, continue through the configuration prompts to save your settings and connect your Gmail account to EXACT.

⚠️ Please Note: Your configuration settings will not be saved until you click Finish on the last window in the configuration wizard, this is regardless if the test has been completed or not.

💡Tip: The level of encryption used when sending emails is determined by your email provider, in addition to this, the recipients email provider will also determine the level of encryption used.

Reset Mailbox Counter

This counter is used on the occasion that an entire mailbox is required to be re-downloaded to EXACT. An example of this would be when moving from a POP3 account to IMAP. Essentially this will re-download all emails, otherwise the counter will only retrieve new emails from your mailbox into EXACT.

Additional Information

💡Tip: If you have set up a new email account within EXACT and use Campaign+ and clicked “Yes” to the prompt to update your practice email account please contact the EXACT support team to register your email account for sending Campaign+ communications (you will receive an email link from Amazon Web Services to confirm your new email account address).

• Incoming Mail Server and (Port)
  • IMAP: imap.gmail.com (993) - ensure you tick the IMAP option if using IMAP.
  • POP: pop.gmail.com (995).
  • Outgoing Mail Server and (Port)
    • smtp.gmail.com (587) - tick the Use Authentication checkbox