Use this guide to link your Gmail account to Mercury Nexus. Once it is linked, emails you send from Mercury Nexus go from your own Gmail address and appear in your Gmail Sent folder. You can also import client emails from Gmail straight into an opportunity or person record, so your file history stays complete without forwarding anything.
What is the Gmail integration?
The Gmail integration connects your Gmail or Google Workspace mailbox to Mercury Nexus. It does the same job as the Office 365 integration, for brokers who use Google. You control two things separately:
Sending: emails you send from Mercury Nexus go through your Gmail account.
Importing: you can browse your Gmail inside Mercury Nexus and file emails and attachments against a record.
You can also let colleagues, such as your PA, send emails as you through your linked Gmail.
Linking Gmail doesn’t affect Google Sync (Contact Sync). The two are set up separately.
Link your Gmail account
Note: If you use Google Workspace, your Workspace administrator must allow third-party apps to access your account.
Open the Admin app from the Dashboard.
Click Integration in the left-hand menu, then select the Gmail tab.
Click Link Gmail Account. Google opens in a new tab.
Sign in if asked, then review and allow the permissions.
When you see Your Gmail account has been successfully integrated with Mercury., click Return to Mercury.
Go back to the Admin tab. It now shows Gmail account linked: followed by your Gmail address.
Tip: The features available to you depend on the permissions you allowed in Google. To change them, click Disable Gmail and link your account again.
Choose what Mercury Nexus uses Gmail for
Under Features, tick the options you want:
Import emails from your Gmail account into CRM
Send emails from CRM through your Gmail account
Your choice is saved as soon as you tick or untick a box.
Set up an email profile before sending
Mercury Nexus sends through Gmail only when the email’s From address is your linked Gmail address, so you need an email profile that uses it.
If the send option is unavailable, the tab shows No email profile uses [your address] yet.
Click the My Details > Email Profiles link and add a profile with your Gmail address.
Return to the Gmail tab and tick Send emails from CRM through your Gmail account.
Send emails through Gmail
Send emails from an opportunity or person record as you normally would, using your Gmail email profile. The email goes from your Gmail address and appears in your Gmail Sent folder.
Your Mercury Nexus email profile signature is used. Your Gmail signature is not added.
Bulk emails, mail merge and client portal reminders are always sent from Mercury Nexus, not Gmail.
If you also have Office 365 linked, the email profile you choose decides which account sends the email.
Import emails from Gmail
Your Gmail appears in the CRM’s left-hand menu only when importing is turned on. You can import from your whole mailbox, or from inside an opportunity.
Import from Your Gmail
Click Your Gmail in the CRM’s left-hand menu.
Choose a folder or label on the left, or use Search emails. Click Load more to see older results.
Click an email to read it in full on the right. Tick the box next to each email you want to import.
If an email has attachments, tick the ones you want under Import Selected Attachments:.
Under Save selected attachments to:, choose Attachments (the record’s Attachments section) or Notes (kept on the email note). Notes is selected by default.
Click Allocate to Opportunity/Person.
Choose the record, then click Assign. The Recent tab shows opportunities only. To file against a person, use the Search tab.
Import from inside an opportunity
Open the opportunity.
In the toolbar, click Attach Email, then Import from Gmail. On the older toolbar, click the Import from Gmail button.
Find and tick the emails and attachments you want, as above.
Click Import to this opportunity.
Each imported email becomes a note on the record. Mercury Nexus adds the label Imported to Mercury in Gmail and shows an Imported tag on the email in Your Gmail. Emails and attachments are filed under the branch you have selected, or under head office when all branches are selected. DocIQ classifies imported attachments.
Important: Importing the same email again creates a second note. If an import is only partly successful, add the missing files from the record’s Attachments section instead of importing the email again.
Let colleagues send as you
You can let colleagues send emails from Mercury Nexus as you, through your linked Gmail. This is useful if your PA or VA emails clients on your behalf.
On the Gmail tab, go to Share access to your linked Gmail account with other users.
Click Add and choose a colleague. The list shows active colleagues in the branch you currently have selected.
Tick Send Emails for that colleague.
To remove access, select the colleague, click Delete and confirm.
Note: Your colleague must send using an email profile with your Gmail address. If you untick your own Send emails from CRM through your Gmail account option, your colleagues’ emails are sent from Mercury Nexus instead, and no one is notified.
If an email can’t be sent through Gmail
Mercury Nexus tells you by email, from [email protected]. Each notice lists the email’s recipients and subject.
“Your email was not sent: [subject]”: Gmail was unavailable or refused the email after a few retries. Send it again.
“Sent from Mercury instead of Gmail: [subject]”: your email was delivered, but from a Mercury address. This happens when an email is too large for Gmail (over 35 MB) or Gmail refused it once.
“Re-link Gmail: an email was sent from Mercury instead”: your Gmail link has stopped working. You’ll get this once. Until you re-link, your emails are sent from a Mercury address.
If a colleague sent the email through your Gmail, they receive the first two notices. The re-link notice always comes to you.
If your Gmail link stops working
Google links can stop working, for example after a password change or when access is removed in your Google account.
On the Gmail tab in Admin: you’ll see Gmail link stopped working. Click Re-link Gmail and complete the Google steps again.
In Your Gmail: you’ll see either Gmail is disconnected, or a banner telling you that emails you send will come from a Mercury address until you reconnect. Click Reconnect Gmail to open the Gmail tab in Admin.
Disable Gmail
On the Gmail tab, click Disable Gmail. This takes effect immediately, with no confirmation step. Mercury Nexus stops sending and importing through your Gmail. Emails you have already imported stay on your records.
Good to know
Importing is manual. Mercury Nexus does not import Gmail emails automatically.
If importing is turned off, Your Gmail shows Gmail Importing Turned Off. Turn it back on from the Gmail tab in Admin.
Gmail and Office 365 can both be linked. When both are, the CRM menu shows Your Outlook and Your Gmail.
Delete in Your Gmail moves emails to Deleted Items in Gmail, where you can restore them.
Need help?
If you need help linking or using your Gmail account in Mercury Nexus, contact your Partnership Manager or email [email protected].