An email drop box has nothing to do with the file storage system dropbox.com. A drop box is simply the name of a system where email can be 'dropped' without further thought.

Some CRM systems provide a full link to your email. This is very convenient but it does mean that your CRM will get just as cluttered as your inbox. The Sheep approach is to 'curate' your email messages and only store those that will be of most use. Be kind to your future self (and colleagues), don't make them hunt through dozens of embedded reply threads.

How to setup

  • Create an IMAP email account for the dropbox, something memorable but not an address that will get accidental or spam email. e.g. sheep@example.com
  • You will need the following account settings to enter into the 'Email Drop Box' settings found in settings > account.
  • Account: (the bit before the @) from our example this would be just sheep 
  • Password for the email account
  • Domain: (the bit after the @) e.g. example.com 
  • Server: the IMAP email server from your account provider e.g. imap.gmail.com 
  • Port: another setting from your account provider for gmail this is 993 

Instructions for configuring google email accounts (see below for note on app passwords).

Important Note

Email messages are deleted when they have been imported. The email account used should therefore be dedicated for Sheep use only and not a personal account.

How to use
Thankfully using the drop box is much easier than setting it up. Simply send the email from your account as normal but include the drop box account in the bcc field.

The email will be delivered to the account you have configured. Sheep checks that email periodically (a few times an hour). It reads and processes an email sent to that account. Any recipients on the to line will be matched against your contacts (or created if they don't exist). A copy of the email will then be attached to each recipient as a journal message. 

Using Google and GMail - App Passwords

Google won't allow you to use your normal password through other systems. They force you to setup an 'app password'. This is great security but a bit tedious to setup!

  1. Go to your Google Account.
  2. On the left navigation panel, choose Security.
  3. On the "Signing in to Google" panel, choose App Passwords. If you don’t see this option:2-Step Verification is not set up for your account.2-Step Verification is set up for security keys only.Your account is through work, school, or other organisation. You’ve turned on Advanced Protection for your account.
  4. At the bottom, choose Select app and choose the app you’re using.
  5. Choose Select device and choose the device you’re using.
  6. Choose Generate.
  7. Follow the instructions to enter the App Password. The App Password is the 16-character code in the yellow bar on your device.
  8. Choose Done.
  9. Paste this password into the Sheep settings email password field
  10. Choose Save on the Sheep settings.

Instructions adapted from: https://support.google.com/accounts/answer/185833


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