Configuring IMAP to Retrieve Sent Emails ([Gmail]/Sent Mail) in ServiceNow

[mdshahvez11]

Hello Everyone,

I need to fetch all the sent emails (email IDs) from my Gmail account into a custom table in ServiceNow.
I have tried setting up the IMAP email account configuration, but I’m not sure how to target the [Gmail]/Sent Mail folder so that it only fetches emails from the Sent mailbox.

[Dr Atul G- LNG]

Hi @mdshahvez11 

Not sure how we can fetch emails from Gmail while working within ServiceNow.

https://superuser.com/questions/1884885/how-to-get-an-imap-sent-folder-into-a-new-pop3-sent-folder

[Dr Atul G- LNG]

chatgpt suggested

Goal: Fetch emails from Gmail into ServiceNow

This is typically done to automatically create or update incidents, cases, or other records based on incoming emails.

---

🔧 Common Methods:

1. Gmail Forwarding to ServiceNow Inbound Email Address

• Easiest method

• In Gmail, set up automatic email forwarding to your ServiceNow instance's inbound email address (usually something like inbound@yourinstance.service-now.com).

• In ServiceNow, create Inbound Email Actions to define how emails are processed (e.g., create an incident, update a case).

Steps:

1. Go to Gmail settings → Forwarding and POP/IMAP → Add forwarding address.

2. Add your ServiceNow inbound email address.

3. In ServiceNow, go to System Mailboxes > Inbound > Inbound Email Actions.

4. Configure rules based on subject, body, sender, etc.

✅ Best for basic use cases like auto-creating records from email.

---

2. Using Gmail API + Integration (for advanced setups)

• If you need to read emails directly from a Gmail account, not just forwarded ones, you can use the Gmail API.

• You’ll need to:

  • Set up a Google Cloud project

  • Enable the Gmail API

  • Use OAuth 2.0 to authenticate

  • Use REST APIs in ServiceNow (via IntegrationHub, Scripted REST, or REST Message)

✅ Best for advanced use cases like fetching specific emails, attachments, or scanning Gmail inbox folders.

---

3. Third-party Middleware (Optional)

• Use tools like Zapier, Make (Integromat), or Workato to bridge Gmail and ServiceNow if you don’t want to code.

• For example, "When an email is received in Gmail → Create a record in ServiceNow."

✅ Good for non-technical teams or quick integrations.

---

⚠️ Things to Consider

• Make sure ServiceNow can receive external emails (check firewall/inbound email settings).

• Gmail accounts may have security restrictions – especially on business accounts (you may need admin approval for API access).

• Respect data privacy & security when integrating email systems.