Connect and link your inbox

Mail is a read-only view of your own Gmail account. It gives project, sales and support records the email context that belongs with them without turning Work into another email client. You cannot compose, reply, delete, move or relabel a message here.

Connect Gmail

Open Mail → Settings → Connection, then choose Connect Gmail. Google asks for permission to read Gmail and Work checks that the account you grant is the same address as your Work login.

The first import runs in the background. It indexes the sender, recipients, subject, date and Gmail’s short preview for the window shown on the connection page. It does not copy every body and attachment into Work.

Cloverhound Workspace accounts only

The current Google consent application is Internal. Someone signed into Work through Microsoft, or working in another organization, may still see Mail but cannot connect a Google account outside Cloverhound’s Workspace yet.

Attach a conversation

Open a thread in Mail, choose Attach to, search for a project, opportunity, ticket, company or subscription, and select the record. The link belongs to the whole thread: the messages already there and later replies all follow it.

The first link also tells Work to retain the full conversation and its attachments. Before that, opening a message fetches it directly from Gmail for you and does not keep a copy.

You can attach one thread to more than one record. Removing one attachment does not remove the others. Removing the last one purges the retained bodies and files; the searchable headers stay in your inbox.

What colleagues see

A linked conversation appears in the record’s Email card for anyone who can read that record. Ticket queue access and project membership still apply. Mail does not create a new way around them.

Turn on Private at the top of a thread when the conversation should stay with you. Its links remain in place but disappear from every record until you turn Private off. Unlinked conversations are always yours alone, including for administrators.

Nothing from personal Mail is shown in the customer portal.

Use rules for repeat correspondents

Open Mail → Settings → Rules to attach new conversations automatically. A rule can match an outside address or domain in From, To or Cc, or match the subject. Conditions on one rule are all required; several different rules may all attach the same thread.

Personal rules apply only to your mailbox. Mail administrators can also create organization-wide rules for every connected mailbox. Use Test the rules to try made-up headers without changing anything, and Apply to existing mail when a new rule should scan the index you already have.

Registered company domains have one built-in shortcut: mail with that outside domain attaches to the active company automatically while the organization setting is enabled.

Disconnect or remove everything

Disconnect stops syncing, clears your Google credentials and removes unlinked indexed mail. Conversations already linked to team records stay there; that history may be part of the team’s work.

Remove everything is the destructive alternative. It removes the mailbox, personal rules, linked conversations and retained files too. Use it only when the team record should no longer contain any mail from this mailbox.