---
title: "Integrations - IMAP Gmail"
slug: "integrations-mail"
updated: 2026-01-19T09:55:43Z
published: 2026-01-19T09:55:43Z
canonical: "helpdesk.otys.com/integrations-mail"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://helpdesk.otys.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Integrations - IMAP Gmail

## 📧 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](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](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. 
    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. Open **OAuth 2.0 activation**
  6. In the modal, select **IMAP Account: Google**.
  7. Click **Sign in with Google**.
  8. 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**.
  9. You’ll return to OTYS. If you see a **“Revoke access”** button, access has been granted successfully.
  10. 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.