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Email integration

Integrate email communication directly with your Comind.work workflows to create records, respond to notifications, and manage attachments.

Creating records via email​

Send emails to designated addresses to automatically create new records (tasks, tickets, or other record types).

How it works​

  1. An email arrives at the app's designated address
  2. The system extracts the message content:
    • Subject becomes the record title
    • Body becomes the description
    • Sender is matched to a user or set as the reporter
    • Attachments are saved as file attachments on the record
    • Date is recorded as the creation date
  3. A new record is created in the target app
  4. Configured workflow rules (notifications, assignments, state transitions) fire automatically

Finding the email address​

Each app has a designated email address for record creation:

  1. Open the app's list view
  2. Go to Settings (gear icon)
  3. Look under Advanced > Email to app
  4. Copy the displayed address (format: cmw+....@comindwork.com)

Using a custom domain address​

Instead of giving out the system-generated address, you can use your own domain:

  1. Create an email address on your domain (e.g., support@your-company.com)
  2. Set up forwarding from that address to the Comind.work address (cmw+....@comindwork.com)
  3. Emails sent to your custom address will be forwarded and processed automatically

Default field values for email-created records​

When a record is created from an email, the app can automatically set default values for fields like state, priority, or assignee. These defaults are configured in the app settings. For example, a Tickets app might auto-assign all email-created tickets to the support team lead.

Responding to email notifications​

Reply directly to email notifications to continue conversations within Comind.work:

  • Your email response appears as a new comment in the associated record
  • Any files attached to your reply are automatically added to the record
  • The reply-to address in notification emails routes your response back to the correct record
warning

Reply-to addresses are tied to the app's email configuration. If the app's email settings change (e.g., after a migration), old notification emails may have outdated reply addresses that no longer work. In that case, add your comment directly in the Comind.work interface.

Email thread handling​

When a reply arrives to an existing email thread, the system recognizes it and adds the reply as a comment on the existing record rather than creating a new one. Thread matching uses the email headers (In-Reply-To, References) to link replies to the original record.

Smart parsing​

Apps can analyze email content to trigger automatic actions:

  • Keywords in the email subject or body can set field values (e.g., ticket type, priority)
  • The app can extract structured data from the email body
  • Signature lines are stripped from the message to keep comments clean

File attachment processing​

Email attachments are automatically handled:

  • New record emails - attachments are saved on the created record
  • Reply emails - attachments are added to the comment
  • File storage - all attachments are stored in the Comind.work file system and accessible from the record

Accepting emails from external users​

Enable people without Comind.work accounts to create records via email:

  1. Add "Unauth User" to the workspace
  2. Emails from unrecognized addresses are processed under this user's permissions
  3. The sender's email address is added as a follower of the created record
  4. External users receive notifications about record updates and can reply to continue the conversation

This is commonly used for support ticket intake - clients send emails to a help desk address and receive updates as the ticket is worked on.

Use cases​

  • Support ticket intake - set up support@your-company.com to create tickets automatically
  • Lead capture - forward inbound sales inquiries to a monitored address to create CRM leads
  • Document processing - route emails with attachments to a document management app
  • Client collaboration - allow clients to create and update records without needing a login

Limitations​

  • Large attachments may be subject to file size limits
  • Heavily formatted HTML emails may lose some formatting during parsing
  • Spam emails will create records unless filtered at the mail server level - apply spam filtering on your mail server before forwarding