Work with emails

Connect your inbox, manage email communication, and link emails to records in your workspace.

Use emails in Ninox to stay organized and keep important communication close to your data. Connect your inbox, work with messages in your workspace, and link emails to the right records so you always have the full context.

Understand the inbox

When an inbox is connected to your workspace, the Inbox section shows your emails in a familiar layout.

The inbox has two main areas:

• On the left, you browse messages and folders.

• You can filter by read status and search for emails.

• You can also start a new email here.

On the right, you open the selected message and work with it directly. From there, you can:

• Read the full message

• Reply or forward

• Link the email to a record

This makes it easier to stay in context.

Connect your inbox

To use email features in Ninox, first connect your inbox in your workspace. If no inbox is connected yet, Ninox shows a message in the Inbox section where you can start the setup.

You can also connect it from Workspace settings:

1

Open email integration

Go to Workspace settings and open Email integration.

2

Choose your provider

Select Continue with Google or Continue with Microsoft.

3

Confirm the connection

Ninox uses your prefilled email information to connect the account.

After the connection is complete, your email address appears in the email integration settings.

Work with emails in Ninox

Once your inbox is connected, you can manage email communication without leaving your workspace.

Use the inbox to:

• Review incoming messages

• Search for past communication

• Keep related emails close to your records

This is especially useful when emails are part of a process such as sales, support, or project work.

Link emails to records

You can link an email to an existing record while reading it. This keeps the conversation and the related data together.

For example, you might receive an email from a customer about an open deal. In that case, link the email to the customer contact or the related deal record. You can then open the record and see the email in context.

Use this when an email belongs to a contact, company, deal, project, ticket, or any other record in your workspace.

Linked emails help you:

• Keep communication in the right context

• Open the related record faster

• Give teammates a clearer view of the full history

1

Start from the email

Open the email you want to link, then click Link new record.

2

Open the link dialog

In the side panel, click Link records.

3

Choose the app and table

Select the app first, then select the table that contains the record. This narrows the search to the right part of your workspace.

4

Find the record

Start typing in Search in records. Ninox filters the list while you type. Search by a name, email address, company, or any other visible record detail.

5

Link the record

Select the record you want, then click Link. The record appears in the linked records panel for this email.

After the link is created, you can click the linked record to open the related table and record. If needed, repeat the same steps to link more records to the same email.

Work with linked emails in a record

After you link an email, open the record and select the Emails tab. You will see the linked email thread there. This gives you a record-based view of the conversation, which is useful when you want to check communication while working in the app instead of switching back to the inbox.

From this tab, you can review the conversation and move back to the inbox when needed.

You can also:

• Click the small arrow < to open a preview of the linked email

• Click the icon to return to the Inbox with that email open

• Click the three dots icon to unlink the email from the record

The preview helps you confirm the right message without leaving the record. The inbox shortcut is useful when you want to reply, forward, or continue from the original email view. If you unlink the email, the connection between the record and the email is removed. This helps you keep the full conversation close to the record without losing context.

You can link several records to one email. You can also link several emails to one record.

Disconnect an inbox

You can remove the connection at any time.

1

Open email integration

Go to Workspace settings and open Email integration.

2

Disconnect the inbox

Select Disconnect.

3

Finish

This removes the email account connection from the workspace.