Connect email conversations

What this guide helps you accomplish

Choose the provider connection that matches the mailbox, then test authorization, inbound retrieval and outbound identity before relating production work.

Before you begin

• An approved test mailbox or fake conversation and permission from the mailbox owner to connect it.
• A fake case, person or entity that explains why the communication or meeting matters.
• The organization’s rules for sensitive attachments, meeting material, retention and access.
• An approved fake mailbox and a controlled message that contains no personal or confidential information.

Procedure

1. Choose the account model

   Use Microsoft OAuth, Gmail OAuth or configured IMAP and SMTP details according to provider and organizational security requirements.

2. Connect through Email settings

   Have an authorized user complete provider sign-in or enter approved server details. Do not place mailbox credentials in notes.

3. Confirm identity and signature

   Review connected addresses, outbound settings and the signature recipients should see, then send a controlled internal test.

4. Review the conversation

   Verify sender, recipients, subject, importance and attachments before relating the thread to a record.

5. Connect it to the work

   Relate the conversation to the correct case, person or entity instead of copying the body into a note.

6. Handle attachments intentionally

   Store only relevant documents and follow retention and privacy rules. Confirm the case team can locate them.

Product view

Troubleshooting

Mail appears in the provider but not UnionStack

Confirm authorization, account ownership, folders and the connection’s latest status. Test with a new controlled message before reconnecting or changing server settings.

Provider authorization expires or is refused

Confirm the account, provider and consent screen are correct. Reauthorize through the supported connection flow rather than placing passwords or tokens in notes.

A conversation or meeting is connected to the wrong record

Remove the incorrect relationship through the approved workflow, verify identity and case reference, then connect the authoritative record and document the correction if needed.

Other users cannot find the expected material

Check their access, the relationship to the case or entity, document version and meeting participant records. Do not widen access until the intended audience is confirmed.

Validation checklist

• The approved mailbox retrieves and sends the controlled message using the expected identity.
• The connected account can complete the intended controlled inbound or outbound test.
• The conversation or meeting is related to the record that explains its operational purpose.
• Participants, recipients and attachments are complete and visible only to the intended users.
• A second authorized user can retrieve the material without searching a separate personal system.

Version applicability