👑 IMAP Sent Mail Sync

IMAP Sent Mail Sync ensures that emails you send from Jelly are also copied to your email provider’s Sent folder. This creates a complete record of all your communications in both Jelly and your regular email client.

This feature is only available on the Royal Jelly plan

What is IMAP Sent Mail Sync?

IMAP Sent Mail Sync is a premium feature that:

  • Copies sent emails from Jelly to your email provider’s Sent folder
  • Maintains complete records - All your email communications in one place
  • Enables email client access - View Jelly-sent emails in your regular email client
  • Supports compliance - Complete email trails for audit and legal purposes

This feature is perfect for teams that need:

  • Complete email archives - All communications stored in company email systems
  • Email client integration - Access to sent emails from desktop/mobile clients
  • Compliance requirements - Complete records for regulatory or legal purposes
  • Backup and continuity - Email records preserved even if Jelly is unavailable

How IMAP Sent Mail Sync Works

The Sync Process

When you send an email from Jelly:

  1. Email sends normally - Customer receives your reply as usual
  2. Jelly creates a copy - A copy of the sent email is prepared for syncing
  3. IMAP connection established - Jelly connects to your email provider via IMAP
  4. Copy placed in Sent folder - The email is copied to your Sent folder
  5. Sync confirmation - Jelly verifies the copy was successful

Technical Details

  • Protocol - Uses IMAP (Internet Message Access Protocol)
  • Authentication - Secure login with your email credentials
  • Encryption - All connections use TLS/SSL encryption
  • Frequency - Syncs happen immediately after sending

What Gets Synced

All outgoing emails from Jelly are synced:

  • Customer replies - Responses to customer inquiries
  • New conversations - Initial emails to customers
  • Internal notifications - Emails sent to team members (if enabled)
  • Attachments - All files and images included with emails

Setting Up IMAP Sent Mail Sync

Prerequisites

Before enabling IMAP Sent Mail Sync, ensure:

  • IMAP is enabled in your email provider settings
  • App passwords are available (for providers that require them)
  • Sufficient permissions to access Sent folders
  • Compatible email provider - Most major providers support IMAP

Step-by-Step Setup

1. Enable IMAP in Your Email Provider

Gmail/Google Workspace:

  1. Go to Gmail Settings → Forwarding and POP/IMAP
  2. Enable “IMAP access”
  3. Save changes

Outlook/Microsoft 365:

  1. Go to Outlook Settings → Mail → Sync email
  2. Enable “IMAP” (if available for your account)
  3. Note any special server settings

Other Providers:

  • Check your provider’s IMAP documentation
  • Look for “IMAP,” “Advanced,” or “Server settings”
  • Enable IMAP access if not already on

2. Configure Jelly Settings

  1. Go to Settings → Email → Sent Mail Sync
  2. Click Enable IMAP Sync
  3. Enter your email credentials:
    • Email address - Your full email address
    • Password - Your email password or app password
    • IMAP server - Usually auto-detected
    • Port - Usually 993 with SSL
  4. Test the connection
  5. Save and enable

3. Verify the Connection

  1. Send a test email from Jelly
  2. Check your Sent folder in your email client
  3. Verify the email appears with correct content
  4. Check attachments if any were included

App Passwords for Two-Factor Authentication

If your email account uses 2FA, you’ll need an app password:

Google:

  1. Go to Google Account settings
  2. Security → 2-Step Verification → App passwords
  3. Generate a new app password for Jelly
  4. Use this password instead of your regular password

Microsoft:

  1. Go to Microsoft Account security
  2. Advanced security options → App passwords
  3. Create a new app password for Jelly
  4. Use this app password for the sync

Supported Email Providers

Fully Supported

These providers work seamlessly with IMAP Sent Mail Sync:

  • Gmail - Personal and Google Workspace accounts
  • Google Workspace - Custom domain email through Google
  • Outlook.com - Personal Microsoft email accounts
  • Microsoft 365 - Business email through Microsoft
  • Yahoo Mail - Personal and business Yahoo accounts
  • Fastmail - Premium email service
  • ProtonMail - Secure email service (with bridge)

Partially Supported

These providers may work with additional configuration:

  • Exchange Server - On-premises Microsoft Exchange
  • Zoho Mail - Business email service
  • Rackspace Email - Hosted email service
  • GoDaddy Email - Domain-based email service

Not Supported

These providers don’t support IMAP or have restrictions:

  • Some corporate email systems - Due to security policies
  • Proprietary email platforms - Without IMAP support
  • Email providers with IMAP disabled - By policy or configuration

Configuration Options

Sync Frequency

Choose how often Jelly syncs sent emails:

  • Immediate - Sync right after sending (recommended)
  • Batch every 5 minutes - Group multiple sends
  • Batch every 15 minutes - For high-volume sending
  • Hourly - For low-volume usage

Folder Selection

Choose where sent emails are stored:

  • Default Sent folder - Use provider’s standard Sent folder
  • Custom folder - Create a specific “Jelly Sent” folder
  • Multiple folders - Different folders for different types of emails

Content Options

Control what gets synced:

  • Full email content - Complete message with all headers
  • Text only - Plain text version (no HTML formatting)
  • Headers only - Just metadata (for compliance logging)
  • Include attachments - Sync all files and images

Error Handling

Configure how sync errors are handled:

  • Retry automatically - Keep trying until successful
  • Notify on failure - Alert you if sync fails
  • Skip and continue - Don’t block sending if sync fails
  • Queue for later - Hold emails and retry when connection restored

Troubleshooting IMAP Sent Mail Sync

Common Issues and Solutions

Authentication Failed

Problem: Invalid username or password error Solutions:

  • Verify email address and password are correct
  • Use app password if 2FA is enabled
  • Check for typos in credentials
  • Ensure IMAP is enabled in your email provider

Connection Refused

Problem: Can’t connect to IMAP server Solutions:

  • Verify IMAP is enabled in your email provider
  • Check server name and port settings
  • Ensure firewall isn’t blocking IMAP connections
  • Try different server (e.g., imap.gmail.com vs gmail.com)

Sync Incomplete

Problem: Emails send but don’t appear in Sent folder Solutions:

  • Check Sent folder permissions
  • Verify folder name matches exactly
  • Look in other folders (All Mail, Archive)
  • Check email provider’s sync status

Large Email Issues

Problem: Emails with large attachments don’t sync Solutions:

  • Check email provider’s size limits
  • Reduce attachment sizes if possible
  • Enable “skip large attachments” option
  • Use file sharing links for large files

Debug Mode

Enable detailed logging to troubleshoot issues:

  1. Go to Settings → Email → Sent Mail Sync
  2. Enable Debug Mode
  3. Send a test email
  4. Check the debug log for specific error messages
  5. Share logs with Jelly support if needed

Connection Testing

Test your IMAP connection manually:

  1. Server connectivity - Can Jelly reach your IMAP server?
  2. Authentication - Are credentials accepted?
  3. Folder access - Can Jelly read/write to Sent folder?
  4. Permission test - Can Jelly create test emails?

Security and Privacy

Data Protection

IMAP Sent Mail Sync includes several security measures:

  • Encrypted connections - All IMAP traffic uses TLS/SSL
  • Secure credential storage - Passwords encrypted at rest
  • Limited permissions - Only accesses Sent folder by default
  • Audit logging - All sync activities are logged

Compliance Considerations

This feature helps with various compliance requirements:

  • Email retention policies - Complete email trails
  • Regulatory compliance - FINRA, HIPAA, GDPR requirements
  • Legal discovery - Complete records for litigation
  • Audit trails - Verifiable communication logs

Privacy Best Practices

Maintain customer privacy while using sync:

  • Review content - Ensure sensitive information is appropriate
  • Access controls - Limit who can view synced emails
  • Retention policies - Follow data retention requirements
  • Consent management - Ensure proper consent for data processing

Performance and Reliability

Sync Performance

Optimize sync performance for your needs:

  • Batch processing - Group multiple sends for efficiency
  • Connection pooling - Reuse connections when possible
  • Background processing - Don’t block email sending
  • Retry logic - Handle temporary failures gracefully

Reliability Features

Ensure your sync is dependable:

  • Automatic retry - Handle temporary network issues
  • Fallback queuing - Store emails if connection is down
  • Health monitoring - Track sync success rates
  • Alert notifications - Get notified of sync issues

Resource Usage

Monitor impact on system resources:

  • Bandwidth usage - Track data transferred during sync
  • Storage impact - Additional storage in email provider
  • Processing overhead - CPU and memory usage
  • Connection limits - Respect provider rate limits

Best Practices

Setup and Configuration

Follow these best practices for smooth operation:

  • Use app passwords - Instead of regular passwords when 2FA is enabled
  • Test thoroughly - Verify sync works with different email types
  • Monitor regularly - Check sync status and error logs
  • Document settings - Keep record of configuration details

Ongoing Maintenance

Keep your sync running smoothly:

  • Update credentials - Change passwords when required
  • Monitor storage - Watch Sent folder size growth
  • Review logs - Check for recurring issues
  • Backup configuration - Save settings for disaster recovery

Security Practices

Maintain security while using sync:

  • Regular password changes - Update email passwords periodically
  • Limit access - Only enable sync for necessary team members
  • Audit usage - Review who’s using the feature
  • Follow policies - Comply with company security guidelines

When to Use IMAP Sent Mail Sync

Ideal Use Cases

This feature is perfect for:

  • Compliance requirements - Industries requiring complete email records
  • Legal discovery - Organizations that may need email trails for litigation
  • Email client workflows - Teams that need access to sent emails in desktop clients
  • Backup and continuity - Organizations wanting email records preserved outside Jelly

Alternative Solutions

Consider these if IMAP sync isn’t right for you:

  • Email forwarding - Forward sent emails to another address
  • API integration - Use email provider’s API for record keeping
  • Export functionality - Regularly export conversation history
  • Third-party backup - Use specialized email backup services

IMAP Sent Mail Sync is a powerful feature for teams that need complete integration between Jelly and their existing email infrastructure, providing the best of both worlds: Jelly’s collaborative interface and traditional email’s comprehensive record-keeping.