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Email

Warpdrive connects to Gmail over OAuth so that mail sent and received about a deal shows up on the deal, without anyone copying and pasting.

Each user connects their own mailbox. See Email sync for connecting one. Admins can also connect shared team mailboxes.

Support conversations from Intercom, when configured, show next to email in a record's history. See Intercom.

The Inbox​

/inbox lists the threads in your connected mailbox, and /inbox/[threadId] opens one.

The inbox

important

Your personal mailbox is private. Its threads show only to you. Colleagues do not see your inbox, and you do not see theirs.

Sharing happens in two ways. A thread linked to a deal or a contact appears on that deal or contact for everyone who can see it, so link a conversation to the record instead of forwarding it. A team mailbox is the exception to the private inbox: its members see every thread in a Team section of the Inbox, with one shared read state.

Inbox zero​

When the Inbox folder is empty, Warpdrive shows an inbox-zero state. It appears only on an unfiltered Inbox with no search active and a connected mailbox. An empty result from a filter or a search shows the usual empty list instead.

How sync works​

Connecting a mailbox stores Gmail's current history cursor and begins applying changes from that point forward.

caution

Personal mailboxes have no backfill. Mail already in the mailbox before you connect it is not imported. Only messages that arrive afterwards are synced.

Team mailboxes differ: the admin picks 30, 90, or 180 days of history to import when connecting. See Team mailboxes.

Sync then polls Gmail's history, pages through the changes, and advances the cursor only once every page has been applied. It processes added messages and Trash and Spam transitions, rather than reconciling every Gmail label, so mail Gmail marks as spam stays out of the Warpdrive Inbox.

Sync runs in the background worker process. If mail stops arriving in Warpdrive but still arrives in Gmail, an absent worker is the first thing to check.

When a mailbox disconnects itself​

If Google rejects the stored credentials outright (an invalid_grant response), Warpdrive disconnects the mailbox and discards the token, because the grant will not recover on its own. Transient network failures and decryption errors do not disconnect it.

Disconnecting is soft in both cases: the account row and everything already synced are kept, so reconnecting picks up where it left off.

Linking is recorded on the thread, not on individual messages, so a whole conversation belongs to a deal or a person rather than message by message.

The direction determines what is matched:

  • Inbound messages match on the sender address.
  • Outbound messages match on the recipient address.

A thread can be linked to a person, a deal, or both.

A few rules decide whether a link is made:

  • Mail whose participants are all on your internal domain is not linked.
  • If two people you can see share the sender's address, the thread is treated as an ambiguous contact and is not linked to either.
  • A deal is linked automatically only when the matched person has exactly one open deal you can see. With none, or with several, the thread links to the person only and you choose the deal.

From a thread's sidebar, Add new deal opens the Add deal dialog with the thread's linked contact already selected.

On the record itself, linked mail appears as cards in the timeline, one per message, interleaved with activities and notes. See Deal workspace for how they behave.

Composing​

/inbox/compose opens a full-page composer, and the same composer is available in place on a deal or a contact.

The composer

Merge fields​

A message body can contain {{token}} placeholders that are substituted at send time from the linked records, covering person, deal, and organization fields.

Applying a template or choosing a field from Insert field puts the resolved value into the body when the linked records have one. A token that cannot be resolved stays as the literal {{token}} in the composer and is resolved when the message is sent; if it still has no value then, it is removed. Anything written as literal text, for example [NAME], is sent exactly as typed and is not a merge field.

Drafts​

Drafts persist, including their visibility setting, so resuming a private draft keeps it private.

A draft also remembers the deal or person it was written for. A message started from a deal's Email tab keeps that link across autosave and resume, the deal shows your own unsent drafts next to its sent mail, and sending files the message on that record. Drafts stay private to their author: unsent text in your mailbox is not a colleague's business.

Logging as an activity​

The composer's Add as activity toggle logs the sent message as a completed activity on the linked record, so sent mail counts as done work on the Performance page rather than piling up as open to-dos.

Scheduled send​

A message can be scheduled instead of sent immediately. Scheduled sends are performed later by the background worker.

Replies​

A reply is sent into the same Gmail thread, using the In-Reply-To and References headers, so it stays one conversation on both sides. Replying to a message you sent yourself addresses the reply to that message's recipients, not to you.

Outbound messages can be tracked. Opens records when a recipient opens the message, and Links records clicks on links in it. Both are toggles in the composer footer, and both can raise a notification.

Signatures​

A signature is embedded into the body when a new message is composed, rather than appended at send. Resuming a draft therefore does not add it a second time.

Permissions and visibility​

Mail is subject to the same visibility rules as the record it is linked to. Linking a thread to a deal makes it visible to everyone who can see that deal.