Sync And Backfill Mailboxes
Run mailbox syncs, backfills, and disconnect actions.
Connected mailboxes can be synced manually or backfilled for recent history.
Use mailbox sync for ongoing messages and backfill when you need recent conversation history to appear in Agiled after connecting or reconnecting a mailbox.
Backfill carefully. Large mailbox imports can bring in old or irrelevant messages that make CRM timelines harder to read.
Sync Now
- Open Settings.
- Go to Mailboxes.
- Find the connected mailbox.
- Select Sync now.
Use sync now after connecting a mailbox or after fixing a provider issue.
After syncing, open a contact or CRM email view and confirm recent messages appear where expected.
Check both sent and received messages. A mailbox can authorize successfully but still fail to match CRM contacts if the sender or recipient address is not saved on the contact record.
Backfill
Set the backfill-days value, then choose Backfill on the mailbox. Backfill imports recent history for the selected number of days.
Start with a small backfill window before importing a large mailbox history. Large backfills can take longer, may hit provider limits, and can import old messages your team no longer needs in CRM.
After backfill completes, spot-check a few contacts and conversations before running another larger backfill.
Use backfill for history that the team will actually use. Importing years of old mail can make customer timelines noisy and harder to review.
Choose A Backfill Window
Use the smallest window that answers the business need:
- 7 to 14 days for recent customer handoff.
- 30 to 60 days for active sales or support context.
- Longer windows only when the team needs historical conversation review.
Large backfills should be run during a quiet period and reviewed before repeating them for more mailboxes.
Backfill Review Checklist
After a backfill, inspect a few known customer records. Confirm messages matched the correct contacts, duplicate contacts were not created, old internal threads did not appear where customers should not see them, and recent sent messages are available for the team.
If the first backfill looks noisy, stop and clean contact emails, duplicate contacts, or mailbox ownership before importing a larger window.
Disconnect
Disconnect a mailbox when it should no longer send or sync email through Agiled. Confirm any CRM email workflows before disconnecting.
Disconnecting stops future sync and sending through that mailbox, but it should not be treated as a cleanup action for every historical message already linked to records.
Before disconnecting a shared mailbox, confirm which users, CRM email flows, and workflows rely on it. Replace the sender or notify the team before removing a mailbox used for active customer work.
After A Provider Reconnect
After reconnecting Gmail, Outlook, or IMAP, run Sync now first. Only run backfill if recent messages are still missing. This avoids importing old history when a normal sync would solve the issue.
Spot-check one known customer conversation by matching sender, recipient, subject, and date.
Troubleshoot Sync
If sync or backfill fails, reconnect the provider account, confirm permissions, check provider mailbox status, reduce the backfill window, and review the sync run message. For IMAP/SMTP, verify host, port, encryption, username, and app password.
Troubleshooting
If messages sync to the wrong contacts, review sender and recipient addresses and clean duplicate contacts.
If sync stops after a provider password change, reconnect the mailbox before running backfill again.