Workflow context
What this guide helps you accomplish
Connect Gmail through OAuth or configure an approved IMAP and SMTP mailbox for UnionStack email workflows.
Gmail can use provider authorization, while approved IMAP/SMTP connections require accurate incoming, outgoing and credential settings.
The connection method should follow the mail provider’s security model and the organization’s credential policy.
Before you begin
Prepare the following before changing shared configuration or records:
- 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.
- Provider-approved test credentials and server settings stored outside notes and screenshots.
Procedure
Complete the steps in order with fake or approved test information first. Record configuration decisions that will affect other teams.
Choose Gmail or server configuration
Use Gmail OAuth for supported Google accounts. Use IMAP and SMTP only when the provider and organization require a server-based connection.
Confirm provider requirements
Review multi-factor authentication, application-password, encryption, port and administrator requirements before beginning.
Complete the approved connection
Use the provider sign-in for Gmail or enter the approved incoming and outgoing server details without copying credentials into other records.
Test inbound and outbound behavior
Confirm the mailbox can retrieve the expected test conversation and send a controlled message with the correct identity.
Review errors and ownership
Document who maintains the connection and how expired authorization, password rotation or server changes will be handled.
Product view
Video demonstration
Related demonstration
Connect email and relate a conversation
This conceptual guide shares the demonstration used by the main hands-on procedure.
Watch the captioned demonstration →Troubleshooting
Use the symptoms below to diagnose the workflow before widening access, adding duplicate configuration or bypassing an intended control.
Inbound works but outbound fails
Check the SMTP host, port, transport security, sender identity and provider policy separately from the inbound IMAP configuration.
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
Do not treat the procedure as complete until an authorized second person can reproduce the intended result.
- Both retrieval and sending succeed with the approved identity, and no credential is visible in records or media.
- 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
This guide was verified for UnionStack 2.0 on August 16, 2026. Available fields, types, relationships, navigation and access can vary with tenant configuration and user permissions.
Corresponding product capability
Union email management software
See the feature evidence, connected workflows and buyer guidance behind this procedure.
Explore Union email management software →Continue learning
Return to the UnionStack Learning Centre, or take the UnionStack product tour to see how these parts connect.