Partnerships CRM

Partnerships CRM: Gmail Sync Setup

How to setup your Gmail to sync with the partnerships CRM

What Gmail Sync Adds

Gmail sync imports normal inbox activity into partner communication logs.

What gets synced:

  • outbound messages sent from connected inbox
  • inbound replies from partners
  • message/thread IDs for dedupe

Where it appears:

  • Partner detail -> Communications
  • Overview sync health cards

Before You Start

  1. Use the same Gmail inbox you send partner outreach from.
  2. Open two tabs:
    • Partnerships CRM Email Ops
    • Google Apps Script
  3. Confirm your email domain is allowed by backend (PARTNERSHIPS_EMAIL_SYNC_ALLOWED_DOMAINS).

Setup Steps

Step 1: Copy the script template from CRM

  1. Open /admin/partnerships.
  2. Go to Email Ops.
  3. Click Setup Guide.
  4. Copy the Apps Script template shown in the dialog.

The template already includes the correct ingest endpoint for your current backend.

Step 2: Create a new Apps Script project

  1. Go to https://script.new.
  2. Remove placeholder code.
  3. Paste the copied template.
  4. Save project as Partnerships CRM Email Sync.

Step 3: Run once for Google permissions

  1. In Apps Script toolbar, pick function syncPartnershipEmails.
  2. Click Run.
  3. Approve permissions in Google consent flow.
  4. If you see an unverified warning:
    • click Advanced
    • click Go to ... (unsafe)
    • continue and allow

This one-time run grants Gmail read + webhook post permissions.

Step 4: Create the time trigger

  1. In Apps Script, click Triggers (clock icon).
  2. Click + Add Trigger.
  3. Set:
    • function: syncPartnershipEmails
    • deployment: Head
    • event source: Time-driven
    • time-based type: Minutes timer
    • interval: Every 10 minutes (or Every 15 minutes)
  4. Save.

Step 5: Verify in CRM

  1. Return to Email Ops.
  2. Click Refresh.
  3. Confirm:
    • status changes to configured
    • Last Sync updates
    • your inbox appears in Synced Accounts

Multi-Exec Setup

Each exec should connect their own inbox with the same steps above.

Notes:

  • this is expected behavior, not duplication
  • actor email is tracked in sync status
  • comm logs still dedupe by message/thread identifiers

What To Check If It Stops Working

Last Sync never changes

  • Apps Script -> Executions -> open latest run
  • confirm there are no runtime errors
  • confirm trigger still exists and is enabled

Status says configured but imports stay zero

  • send one real email from that inbox
  • wait one trigger interval
  • refresh Email Ops status card

Domain blocked error

  • actor email domain is not allowed
  • update backend env PARTNERSHIPS_EMAIL_SYNC_ALLOWED_DOMAINS

Duplicate comm entries

  • check if script payload includes stable message/thread ids
  • dedupe logic relies on those identifiers

Payload Summary

Ingest route accepts actor + entries payload. Each entry can include:

  • direction
  • sender/recipient email fields
  • subject/summary snippet
  • occurred timestamp
  • message/thread ids
  • optional event context (eventId, eventYear)

Backend normalizes and matches entries in services/partnerships/emailSync.js.

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