Each person connects their own mailbox from their own menu (the business's name at the top), Your mail. From then on, mail you send to or get from someone already in the records (a client, a business in the CRM or one of its people, or a vendor) is filed on that record, and on a business it shows in its activity as an email. Mail with anyone else is never opened and never kept: it stays in your mailbox.
Connecting your mailbox
- Open Your mail from your menu.
- Under What the app may read, choose one of the three below. The sentence under each is exactly what you agree to, and it is kept with your mailbox.
- Choose the folders it looks in: Inbox, Sent mail or both.
- Connect Google or Connect Microsoft. The provider asks you to allow exactly that, and you come back to Your mail. Mail from the last 30 days is looked at first; after that the app looks again on its own, and whenever you open a record's Email tab.
The three choices:
- Mail with people in the records: the app looks at who each message in your inbox and sent mail is from and to, and reads and files only those with someone in the records, where your team can see them.
- All my mail: the same filing, and the AI assistants you connect yourself through MCP with the Mail permission may also search and read the rest of your mailbox when you ask them to. Nothing more is kept.
- Nothing: nothing is read. You can still write from a record, and what you send is filed there.
Only you can connect your mailbox, and nobody else at the business sees your settings. Change what it may read changes your agreement; going from Nothing to reading asks you to connect again, so the provider asks you too. Looking for new mail pauses it. Disconnect forgets the sign-in at once and asks what happens to what it filed: Keep it on the records, or Take it off the records, which removes every message it filed and its emails in the CRM’s activity.
If a connect button says the app's own sign-in has not been set up yet, the server running the app does not have its Google or Microsoft app yet; the button works once it does.
A record's Email tab
A client's record, a business in Sales and a vendor's page in Inventory have an Email tab or card: the mail filed on it, newest first, each with which way it went, who it was with, when, and through whose mailbox. Open one to read it whole; its attachments are listed and read from the mailbox when you open them, never kept in the app. A business's tab includes the mail of each of its people.
Write an email or Send the reply sends from your own mailbox, and the message is filed on the record at once. You need your own mailbox connected to write; to read, you need the record's switch: Messages for a client’s mail, Sales: the CRM and the map for a business’s, Stock or Purchase orders for a vendor’s.
The assistant and MCP
The assistant in the app reads mail the way you may: what is filed on the records your switches open, and your own mailbox only if you chose All my mail. It never sends anything. Ask it to answer someone and it shows the email as a card, written out in full; it goes from your mailbox only when you Approve it.
An AI assistant connected through Settings, Connections, AI assistants with Mail reads as the person who made its link, under the same rules. The API reads the mail on a record with a key that has Mail on the records.
Best practices
- Choose Mail with people in the records unless you use an AI assistant through MCP for your whole inbox.
- Put the right email address on clients, vendors and the CRM's businesses and their people: mail is matched by address, and mail from before an address was added is not filed afterwards.
- Leave Sent mail on, so what you send from your own mail program is filed too.
- Disconnect a mailbox the day someone leaves; choose whether their filed mail stays on the records.