Guide
This integration will help to fetch emails and connect them to Accounts, Issues, Candidates, etc. You can setup Multiple email accounts sync, enjoy Email threads and Link emails to accounts, leads, customers in Fibery CRM, or even Send emails and reply to emails.
Setup email integration
Gmail
Navigate to Settings → Integrations.
Find Email and click Sync.
Use Gmail OAuth to connect your email account.
Outlook Business
Navigate to Settings → Integrations.
Find Email and click Sync, select Outlook (Business) tab.
Follow the links to the Microsoft instructions.
IMAP
The necessary IMAP settings are available from your email provider. Find IMAP settings for some common services below:
Synchronize your Emails with Fibery
The source configuration form will be shown after account setup. Messages (including attachments) and Contacts Databases will be created and synchronized with your inbox. Note that for Email Sync default interval is 5 minutes. You can configure the start date of synchronization to avoid downloading old messages. The default setting is to retrieve messages starting from one year ago.
Fibery supports threads in the Email integration. Both the Inbox and Sent folders are part of the default settings to enable the proper thread view.
You can sync several email accounts into a single database, check Multiple email accounts sync guide.
Limitations
The solution has some limitations. We are collecting feedback, so please let us know if any of these limitations are an issue for you.
Example: create a bug from email
Let's say your customers send bug reports to a dedicated email address. Here is an example of creating a bug from received emails.
Add a one-to-one relation between Bug and Message Databases.
Setup an automation rule to create a bug when a message with the "Issue" keyword in the subject is received (check Automation Rules):
Example: Send notification when the server is down
Let's assume a mail message is sent to a dedicated email address when a server is down. It may be handy to send a notification (internal, Slack, or email) to the relevant team members so that they can react to this incident. Here is the rule that will do the trick:
Notes
POP & IMAP has to be enabled in your OS
If you have a two-factor auth (2FA), you have to use the App password
TLS should be checked in the relevant checkbox on the configuration screen
Troubleshooting & FAQ
Why can’t I connect my personal Outlook.com mailbox to Fibery via IMAP?
Microsoft is progressively requiring OAuth 2.0 authentication for personal Outlook.com accounts accessing email via IMAP. Basic authentication — including normal passwords and app passwords — is being disabled for most private accounts.
Fibery’s IMAP integration currently supports password-only authentication, so connecting personal Outlook.com mailboxes usually fails.
Does this affect Microsoft 365 business accounts?
Not in the same way. Business/Enterprise Microsoft 365 accounts may still allow IMAP access using app passwords or different authentication flows, so they may work.
Is there a workaround?
At the moment, no reliable workaround exists for private Outlook.com mailboxes in Fibery. OAuth 2.0 support would be required for this to work.
Invalid Login: 550 5.1.1 Mailbox does not exist
This error may appear if you haven't set an app-specific password
Generated app password for Groups
There is no IMAP access to Groups, so if you need that, you will need to create a user account.
User is authenticated, but not connected
This problem is with the account connectivity. And most likely the reason was not on the Fibery side.
How to fix that?
Manually reconnect the account
Check data access for the user account used for data fetching on the email server. This depends on the email provider you use. For example, if you have a Microsoft email provider, this guide will help.
Login failed: Unable to authenticate to IMAP server. IMAP command failed: Login failed.
The reason for this error message is that either the password you have entered is incorrect, or you have not used the complete e-mail address as an incoming mail username.
The reason can be also disabling of IMAP by the admin in the organization.
How do email threads work with this integration?
Check Email threads guide.
Where and how does Fibery store app password?
We are storing passwords in our database encrypted with a secret key.
Can I send Gmail Emails in Bulk?
It depends. You can sent up to 500 emails a day via Gmail. If you need to send more, use some other service.
Can I open Gmail from Fibery?
Yes, there is Email URL field. Check this video to see how it works.
Can I keep the original email formatting?
Yes, you can do it. Mark "Do not cleanup emails from tables and other formatting" checkbox in email setup and email original formatting will be preserved. Note that it may look really ugly in some cases.
Can I connect emails to my CRM databases, like Companies?
Yes, you can do it via auto-relations, check this guide Link emails to accounts, leads, customers in Fibery CRM
I don't see sent emails in Fibery
Fibery lacks SMTP integration and uses SendGrid, which might not save sent emails in the provider's 'Sent' folder, unlike Gmail or Outlook.
I’m seeing a “Your Authorization Token has expired” message — what does this mean and what should I do?
This message appears when your authorization token has expired — typically because the account hasn’t been used for a long time.
Fibery doesn’t refresh tokens in the background; it only refreshes them when the account is actively used. If too much time has passed, the token expires and you’ll need to create a new account connection.
Important:
Creating a new account connection will trigger a full sync for that integration.
What you should do:
Go to your integration settings.
Remove the expired connection.
Add a new one by authenticating again.
After this, your integration should start working properly again.
When do we refresh the token?
We refresh token when account is in use:
Why is the Message field in Email Integration editable? Can I make it read-only?
The Message field in Email Integration is intentionally editable. This is because adding Highlights is currently only possible on editable fields, and Highlights are a valuable part of the email workflow.
However, we understand that having an editable Message can cause confusion — it might fall out of sync with the actual email data, since pressing the sync button does not overwrite manual edits.
Workarounds:
✅ If you want the Message content to remain read-only, you can create a read-only mirror of the field using formulas/lookups:
Direct formulas cannot output rich text.
As a workaround, you can use an auto-link self relation (based on Public ID), then create a lookup of the Message field. This gives you a read-only version of the content.
✅ Alternatively, you can rely on the editable Message field only for Highlighting, while directing your team to view the mirrored read-only field for reference.
Why doesn’t the Email URL show up for my messages?
Fibery currently generates the emailUrl only for Gmail accounts. If you use Outlook or another provider, this field will remain empty. This is a missing feature, not an error in your setup.
Why don’t images load in my emails?
Inline images are not fully supported in Fibery’s Email integration. You may see placeholders or “unloaded images.” Sometimes these disappear if you toggle the Email App setting “Do not cleanup emails from tables and other formatting” to off.