# Email integration

Send emails to create records, reply to notifications to add comments, and route attachments - all without leaving your inbox.

## Creating records via email[​](#creating-records-via-email "Direct link to Creating records via email")

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

### How it works[​](#how-it-works "Direct link to 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, actions) fire automatically

### Finding the email address[​](#finding-the-email-address "Direct link to 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[​](#using-a-custom-domain-address "Direct link to 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[​](#default-field-values-for-email-created-records "Direct link to 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[​](#responding-to-email-notifications "Direct link to 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[​](#email-thread-handling "Direct link to 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.

## Smart parsing[​](#smart-parsing "Direct link to 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[​](#file-attachment-processing "Direct link to 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[​](#accepting-emails-from-external-users "Direct link to 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[​](#use-cases "Direct link to 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

## Things to know[​](#things-to-know "Direct link to Things to know")

* Attachments are subject to the workspace file size limit
* The email parser preserves standard HTML formatting; complex or non-standard layouts may be simplified
* Filter spam at your mail server before forwarding to ensure only legitimate emails create records

## Related[​](#related "Direct link to Related")

* [Notifications](/user-guide/common-features/notifications.md) - how email notifications are sent when records change
* [Troubleshooting email and notifications](/admin-guide/troubleshooting/email-and-notifications.md) - diagnosing email delivery issues