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DocsEmail Inbox
Manage your email inbox, CRM context panel, AI features, and email tracking
Inbox Views
Navigate between different email views using the sidebar.
The email sidebar provides quick access to different views of your email. Each view filters the email list to show a specific subset of messages.
- Inbox — Your primary inbox showing all received, non-archived emails. This is the default view.
- Starred — Emails you have starred for quick reference. Use stars to mark important conversations.
- Snoozed — Emails temporarily hidden from your inbox that will reappear at a scheduled time.
- Sent — Emails you have sent. Sent emails include tracking indicators if tracking was enabled.
- Drafts — Unsent email drafts including new compositions and reply/forward drafts.
- Trash — Deleted emails. Trashed emails are automatically purged after 30 days.
- All Mail — Every email regardless of status, including archived messages.
CRM Contacts Filter
Focus your inbox on emails from known CRM contacts.
The CRM Contacts filter is enabled by default. When active, the inbox only displays emails from senders whose email address matches a contact (person) or company already in your CRM. This filters out newsletters, automated notifications, and other non-CRM correspondence so you can focus on customer-facing communication.
Toggle the CRM Contacts filter on or off using the filter toggle in the inbox toolbar. When turned off, all emails appear regardless of whether the sender is in your CRM.
Split View vs. List View
Choose how the inbox displays email content.
- Split view (default) — A two-pane layout. The left pane shows the email list; the right pane shows the selected email's full content, thread, and CRM context panel. Clicking an email in the list instantly loads it in the reading pane.
- List view — A single-column layout displaying only the email list. Clicking an email opens it in a full-screen detail view. This maximizes the email list area on smaller screens.
On mobile devices, the inbox always uses list view. Tap an email to open it in the full-screen detail pane with a back button to return to the list.
Inbox Layout
The email inbox uses a two-pane layout for efficient email management.
The inbox is divided into two main areas. The left pane displays your email list with sender name, subject line, preview text, and timestamp for each message. The right pane shows the full content of the selected email, including attachments and the complete conversation thread. Click any email in the list to view its contents in the preview pane.
Email List Columns
- Sender / Recipient — The name and email address of the sender (for received emails) or recipient (for sent emails).
- Subject — The email subject line with a brief preview of the body text below it.
- Date / Time — When the email was sent or received. Recent emails show relative time (e.g., "2 hours ago"), while older emails show the full date.
- Status indicators — Icons indicating read/unread status, star, attachments, and whether the email is linked to a CRM record.
Email Detail View
View email content, thread history, and take actions.
When you open an email, the detail view shows the full email body rendered with original formatting (images, links, HTML). Unread emails are automatically marked as read when opened. The toolbar at the top provides quick access to Reply, Reply All, Forward, Archive, Delete, and a More menu with additional actions (Star, Mark Read/Unread, Snooze, Label).
If the email is part of a conversation thread, all messages in the thread are displayed in chronological order. Each message shows the sender, timestamp, and full body. Expand or collapse individual messages to focus on the most relevant parts.
CRM Context Panel
View contact, company, deal, and activity information alongside the email.
When an email is matched to a CRM contact, the CRM Context Panel appears alongside the email detail view. It provides a complete snapshot of the contact's CRM data without leaving the inbox.
Panel Sections
- Contact card — Shows the contact's name, title, email, phone number, lifecycle stage, and avatar. Click the name to open the full contact record.
- Company — The associated company with industry, employee count, and website. Click to open the company record. This section is collapsible.
- Engagement — Email engagement metrics: open rate (with a visual progress bar), total sent, opened, clicked, and replied counts. Collapsible.
- Open Deals — Active opportunities associated with this contact, showing deal name, amount, stage (color-coded badge), and expected close date. Expanded by default. Click a deal to open it.
- Recent Activities — A timeline of recent activities (calls, emails, meetings, tasks) with type, creator, and date. Collapsible.
- Campaigns — Campaigns the contact has been enrolled in, with status badges and engagement indicators (Opened, Clicked, Replied). Collapsible.
- Tags — All tags applied to the contact, displayed as badges.
Each collapsible section remembers its expanded or collapsed state across sessions so you can customize which sections are visible.
Quick Actions
Take common email and CRM actions directly from the inbox.
Email Actions
- Reply — Reply to the sender. Opens an inline reply editor with the original message quoted.
- Reply All — Reply to all recipients including CC. Shown only when there are multiple recipients.
- Forward — Forward the email to a new recipient with the original message included.
- Archive — Remove the email from inbox without deleting. Press E.
- Delete — Move the email to Trash. Press #.
- Snooze — Temporarily hide the email. Choose Later Today (3 hours), Tomorrow (9 AM), or Next Week (Monday 9 AM).
- Star — Toggle star for quick reference. Press S.
- Label — Apply or remove labels synced from your email provider.
- Mark Read / Unread — Toggle read status. Press Shift+I to mark read or Shift+U to mark unread.
CRM Actions
When the email is matched to a CRM contact, the following CRM actions are available from the More menu and the CRM Context Panel footer:
- Log Activity — Create an email activity record linked to the matched contact. The subject and snippet are pre-filled from the email. A check mark appears if an activity has already been logged for this email.
- Create Task — Create a follow-up task linked to the contact. The task title is pre-filled with the email subject.
- Create Deal — Create a new opportunity/deal linked to the contact. The deal name is pre-filled with the email subject.
- Link to Deal — Associate the email thread with an existing deal. The deal picker shows suggestions based on the contact's open deals. Search to find other deals. You can unlink at any time.
Create Contact from Email
Add new senders to your CRM directly from the inbox.
When an email arrives from an unknown sender (not matched to any CRM contact), the CRM Context Panel displays a "New Sender" card with two options:
- Create Contact — Instantly creates a new contact record using the sender's name and email address. The name is automatically split into first and last name fields.
- Match to Existing — Search your existing contacts and link this email to an existing person. Type at least 3 characters to search. Select a contact from the results to create the match. Background re-matching will link future emails from this sender automatically.
AI Features
AI-powered tools to help you read and respond to emails faster.
Smart Reply Suggestions
When viewing an email, AI-generated reply suggestions appear below the email body. Each suggestion is a short one-line response you can click to insert into the reply editor. Smart Reply analyzes the email content and context to offer relevant, professional responses.
AI Draft
When composing a reply, use the AI Draft button to generate a full draft response based on the email thread context, your CRM data, and the contact's history. The draft is inserted into the compose editor where you can review and edit it before sending.
Thread Summary
For long email threads, the Thread Summary feature provides an AI-generated summary of the entire conversation. This helps you quickly catch up on lengthy discussions without reading every message. The summary highlights key points, decisions, and action items.
Email Tracking Indicators
See open and click tracking data for emails you have sent.
When you send a tracked email, tracking indicators appear on the email in the Sent view and in the email detail:
- Open tracking — A check icon appears when the recipient opens the email. The open count and last-opened timestamp are displayed.
- Click tracking — A click icon appears when the recipient clicks a link in the email. Individual link clicks are tracked with URL and timestamp.
- Engagement in CRM Panel — For matched contacts, the CRM Context Panel's Engagement section aggregates all tracking data (open rate, total sent, opened, clicked, replied) across all emails with that contact.
Filtering Emails
Narrow down your inbox to find specific emails quickly.
Available Filters
- Read / Unread — Toggle to show only unread emails, only read emails, or all emails.
- Contact — Filter emails by a specific contact or company. Start typing a name to search.
- Date range — Show emails from a specific time period such as today, this week, this month, or a custom range.
- Has attachments — Filter to show only emails that include file attachments.
- Linked / Unlinked — Show only emails that are linked to CRM records, or only those that are not yet linked.
- CRM Contacts — When enabled (default), only show emails from senders who match a CRM contact.
Search Within Emails
Find specific emails using the inbox search bar.
The search bar at the top of the inbox searches across email subjects, body text, sender names, and email addresses. Results update as you type, filtering the email list to show only matching messages. Press / to focus the search bar.
Search Operators
Use advanced search operators to find emails precisely.
The search bar supports structured operators for more targeted searches. Type an operator followed by a colon and your query. Operators can be combined.
- from: — Filter by sender name or email address. Example:
from:jane@example.com - to: — Filter by recipient. Example:
to:support@company.com - subject: — Search within subject lines only. Example:
subject:invoice - has:attachment — Show only emails with file attachments.
- is:unread — Show only unread emails.
- is:starred — Show only starred emails.
- before: — Show emails before a specific date. Example:
before:2024-01-15 - after: — Show emails after a specific date. Example:
after:2024-01-01. Combine both for a date range:after:2024-01-01 before:2024-01-31 - Plain text — Any text without an operator searches across subject, body, and sender fields.
Compose Email
Write and send new emails with templates, signatures, and scheduling.
Press C or click the Compose button to open the email composer. The compose panel includes:
- Recipients (To, CC, BCC) — Type email addresses or search CRM contacts by name.
- Subject — The email subject line.
- Rich text editor — Full formatting toolbar with bold, italic, lists, links, and more.
- Templates — Insert pre-built email templates. Template variables are automatically filled from CRM data.
- Signatures — Your email signature is automatically appended. Manage signatures in Settings.
- Attachments — Attach files from your computer or linked cloud storage.
- Scheduled send — Schedule the email to be sent at a future date and time.
Linking Emails to CRM Entities
Associate emails with companies, people, and opportunities for a complete communication history.
Linking an email to a CRM record creates a reference on that record's activity timeline. This builds a comprehensive interaction history that your entire team can access. The CRM automatically suggests links based on the sender and recipient email addresses, matching them to known contacts.
How to Link an Email
- Open the email in the preview pane and click the Link to Deal button in the toolbar.
- Search for and select the opportunity you want to link the email thread to.
- The email will now appear in the activity timeline of the linked record.
- Click Unlink in the deal picker to remove the association.
Email Status Indicators
Visual cues that show the state of each email.
- Unread dot — A blue dot appears next to emails that have not been opened yet.
- Star — A filled star icon appears on starred emails.
- Attachment icon — A paperclip icon indicates the email contains file attachments.
- Link icon — A chain link icon shows that the email is associated with one or more CRM records.
- Replied indicator — An arrow icon indicates you have sent a reply to this email.
- Tracked badge — A small badge appears on tracked emails showing whether the recipient has opened the email or clicked any links.
- Snoozed indicator — A clock icon shows the email is snoozed with the scheduled return time.
Archive & Trash
Organize your inbox by archiving or deleting emails.
- Archive — Removes the email from your inbox without deleting it. Archived emails can be found in the All Mail view. Click the archive icon or press E.
- Trash — Moves the email to the Trash folder. Trashed emails are automatically deleted after 30 days. Click the trash icon or press #.
- Restore — In the Trash view, click the restore icon to move an email back to your inbox.
- Mobile gestures — Swipe right on an email to archive it. Swipe left to move it to trash.
- Pull to refresh — On mobile devices, pull down from the top of the email list to refresh your inbox and fetch new messages.
- Undo — After archiving or deleting, a 5-second undo bar appears allowing you to reverse the action. Press Z to undo.
Labels
Categorize emails with labels synced from your email provider.
Labels are synced from your connected email provider (Gmail or Outlook). They appear as badges on each email in the list view and in the email detail header. The CRM also categorizes emails as "Primary" or "Other" to help surface the most important messages. Apply labels via the More menu in the email detail toolbar, or right-click any email row.
Snoozed Emails
Temporarily hide emails and have them reappear later.
Snooze an email to remove it from your inbox temporarily. Snoozed emails reappear at the top of your inbox at the scheduled time. Choose from three snooze options:
- Later Today — Reappears in 3 hours.
- Tomorrow Morning — Reappears at 9:00 AM the next day.
- Next Monday — Reappears at 9:00 AM next Monday.
Access all currently snoozed emails from the Snoozed view in the sidebar.
Inline Reply
Reply to emails without leaving the inbox.
When viewing an email in the detail pane, use the Reply, Reply All, or Forward buttons to open the compose panel with the original message quoted. In split-view mode, the compose panel slides out while keeping the email list visible. You can also right-click any email row and select Reply, Reply All, or Forward from the context menu.
Right-click any email row to open a context menu with common actions: Reply, Reply All, Forward, Archive, Delete, Star/Unstar, Mark Read/Unread, Snooze (with a submenu offering Later Today, Tomorrow, and Next Week), and Apply Label.
Bulk Actions
Perform actions on multiple emails at once.
Select multiple emails using the checkboxes on each row, or use the master checkbox in the list header to select all visible emails. Once emails are selected, the bulk actions toolbar appears with options to archive, delete, star, unstar, mark as read, or mark as unread.
- Select all — Use the master checkbox at the top of the email list to select or deselect all loaded emails.
- Individual selection — Click the checkbox next to any email, or press X while an email is highlighted.
- Mobile long-press — On mobile devices, long-press an email for half a second to enter selection mode. Once in selection mode, tap emails to toggle their selection. Deselect all to exit selection mode.
- Available bulk actions — Archive, delete, star/unstar, mark read/unread, and restore (in Trash view).
Display Density
Adjust how compact or spacious the email list appears.
- Compact — Smaller row height (48px) with no snippet preview. Fits more emails on screen.
- Comfortable — Medium row height (64px) with snippet preview. The default on mobile devices.
- Spacious — Larger row height (72px) with more padding and snippet preview.
Change density using the density selector in the toolbar. Your preference is saved per browser. On mobile devices, comfortable density is always used regardless of your setting.
Conversation Threading Toggle
Control whether related emails are grouped into threads.
Conversation threading groups related emails (replies, forwards) into a single entry in the email list. When enabled, clicking a threaded email shows all messages in the conversation. Toggle threading on or off using the threading switch in the toolbar. Your preference is saved and persists across sessions. When threading is off, each email appears as a separate row regardless of whether it belongs to a conversation.
Keyboard Shortcuts
Navigate and manage your inbox without leaving the keyboard.
Navigation
Actions
Go-to Shortcuts
Press G then the indicated key to jump to a view: