Integrations - IMAP Gmail

  • Updated on Nov 5, 2025
  • 2 minute(s) read
  • ND
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📧 Gmail Integration with OTYS — Step-by-Step Guide

🧠 Important Notes Before You Begin

  • Emails not linked to a record in OTYS will be deleted automatically after 1 week (to reduce costs and comply with GDPR).

  • By default, only one Gmail label is synchronized.

  • Emails already in Gmail before you connect must be manually labeled if you want them sent to OTYS.

  • The synchronization is one-way: Gmail ➜ OTYS.

    • Emails from OTYS are not sent back to Gmail.)

📬 Step 1 — In Gmail: Create a Label

We will use a Gmail label to decide which emails should be sent to OTYS.

  1. Go to https://mail.google.com

  2. Log in with the Gmail account you want to connect.

  3. On the left sidebar, next to Labels, click Create new label (the “+” icon).

  4. Name the label (for example: OTYS).

  5. Click Create.

Your new label will now appear in Gmail and will later be linked to OTYS.

🔄 Step 2 — (Optional) Create a Gmail Filter for New Emails

You can create a Gmail filter so certain incoming emails automatically get the OTYS label.

  1. Go to https://mail.google.com

  2. Click the Show search options icon in the search bar.

  3. Enter your criteria for which emails should automatically get the OTYS label.

    • To label all incoming emails, fill in your own email address in the “To” field and leave others empty.

  4. Click Create filter at the bottom.

  5. Check Apply the label, and select your OTYS label.

  6. Click Create filter.

You can edit or remove this filter anytime in Gmail settings.

🔐 Step 3 — Grant OTYS Access to GmailOpen OTYS Go! and log in.

      1. Click your name in the top-right corner, then select User Settings.

      2. Go to the tab Integrations Find the setting Mail - Incoming IMAP Username and enter your Outlook email address (the one you want to connect).

    2. Click your name in the top-right corner, then select User Settings

    3. Go to the tab Integrations

    4. Find the setting Mail - Incoming IMAP Username and enter your Gmail email address (the one you want to connect).

    5. Find the setting Password (for Gmail) and enter the password of your Gmail account

    6. Open OAuth 2.0 activation

    7. In the modal, select IMAP Account: Google.

    8. Click Sign in with Google.

    9. When redirected to Google:

      • Choose your Gmail account.

      • Grant the two requested permissions:

        • “View your email messages and settings”

        • “View and manage your email labels”

      • Click Continue.

    10. You’ll return to OTYS.
      If you see a “Revoke access” button, access has been granted successfully.

    11. Close the modal.

🧭 Step 4 — Map Gmail Label to OTYS Folder

Now connect your Gmail label with the OTYS mail folder you created earlier.

  1. In OTYS Go!, open User Settings again.

  2. Go to tab Integrations

  3. Open Mail - IMAP folders mapping .

  4. Wait a few seconds — Gmail labels will load in real time.

  5. Under IMAP Folder, select the Gmail label (e.g., OTYS).

  6. Under OTYS Folder, select the INBOX (e.g., Received from Gmail).

  7. Click Save Mappings.

  8. Close the modal.

If you already labeled emails in Gmail, they will appear in OTYS within a few minutes.

From now on, any email labeled with OTYS in Gmail will automatically be imported into OTYS and linked to the correct record if a match is found.