This article explains how to create and add a new forwarding email account so you can forward Gmail emails into Vantaca as action items.

Best Practice: Vantaca recommends that you set your email inbox settings to automatically delete emails older than 30 days (60 days or 90 days based on preference) to prevent it from getting full. After the inbox is full, emails will no longer forward to Vantaca. 

Note: The forwarding address has a maximum total message size of 30 MB, including the email itself and any attachments (set by Twilio SendGrid, our email delivery provider). Emails larger than 30 MB will fail to deliver to Vantaca.

Contents

• Before You Start
• Create a Forwarding Email
• Set Up the Forwarding Email in Gmail
• Make Sure It's Enabled

Before You Start

Users must have Email Account permissions enabled so they can have full functionality of the Email Accounts page:

Create a Forwarding Email

1. Navigate to Mailroom > Email Accounts.
2. Click the New Email Account button.
   Note: You can also edit an existing email address.
   The New Email Account screen opens.
3. Provide the following information:
   Note: The screen dynamically changes when you select the Email Usage Type.
   
   
   
   
4. Email Usage Type: Select Forwarding. 
5. Email: Enter the Gmail email address from which you want to forward emails.
   Note: This is what Vantaca displays as the Email Sender.
6. Email Type: Select the type of email this will be. For example, if you plan to forward invoice emails to create action items for invoices in Vantaca, select Invoice. Or, if you plan to forward general questions, select General. 
7. Select an Action Type from the dropdown.
   Note: If an Action Type is not selected, the action item may not be created when Gmail forwards the email. This is a integral part of the configuration since you'll need to retrieve a verification code from this action item to fully set up this feature. 
   Tip: Depending on the action item, you may want to select an Action Type like General Inquiry From Email while you are setting up the Forwarding Email Usage Type to ensure the verification code can be easily retrieved and entered. You can always revert the action type to its intended use case after verification is completed.
8. Association: Select the association for which you want to use this forwarding email or select (All Associations) to use it with them all.
9. From Name: Enter the association name or company name as the display name that appears next to the email address for informational purposes. 
   Clients should enter their association name in this field to ensure homeowners aren’t confused as to who sent the email. If you selected All Associations, use the company name instead. For example, in the following image “Vantaca Myles” is the From name and “vantacabetatest@gmail.com” is the Email.
10. Click Update.
    Vantaca creates a new forwarding address and displays it in the Forwarding column. You will need this address to configure the rest of the settings in Gmail.
    Note: The forwarding address is system generated and cannot be modified.
    
    
    
    
    

Set Up the Forwarding Mail in Gmail

To set up the previously-created forwarding email address in Gmail follow the instructions in the "Automatically forward Gmail messages to another account" Gmail Help Center article.

Make sure to use the forwarding email created in the previous procedure.

Note: If you copy and paste the email address, ensure there are no extra spaces and that the email address entered matches exactly.

During the Gmail procedure you will need to retrieve a validation code. Go to the new action item in Vantaca to retrieve the verification code from the details. Ensure that the user performing the Gmail validation is a default follower of the selected action item or they may be unable to see it to access the validation code.

Any emails sent to the email address you entered in the Forwarding settings automatically forward to Vantaca and have an action item created that contains all of the content from the original email (depending on the action item configuration).

Make Sure It's Enabled

You can test that everything was set up correctly by sending an email to the Gmail account you just configured. If correct, an action item should be created with your original email content.

In the following example, Gmail forwarding is set to keep a copy of the forwarded email in the Gmail inbox so a copy will arrive there as well as with the newly created action item: