Email Forwarding

Much of your business happens over email. Email forwarding lets you log those messages as activity

entries against your records - so the conversation lives alongside the data, and your colleagues can see it too. There's nothing to install: you forward an email to a special address, and Kinabase files it for you.

There are two forwarding addresses you can use:

• A record's own address - files the email against that exact record
  Record

  An individual entry within a Collection, like a row in a database table, representing one item or entity such as a customer or an order.
  . Works for any collection, with no setup.
• inbox@kinabase.email - matches the email to your contacts automatically. Requires your Contacts collection to be mapped first.

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1. Forward to a specific record

Every record has its own forwarding address in this format:

{collection-slug}+{recordId}@kinabase.email

For example, to file an email against record 42 in your Projects collection, the address is projects+42@kinabase.email.

1. Open the record's Activities tab

Open the record in Kinabase and go to its Activities tab.

2. Copy the forwarding address

Click Email forwarding to open the popover, then copy the address shown. This is the most reliable way to get the address - you don't have to work out the collection slug or record ID yourself.

3. Forward your email

In your email app, forward the message (or add the address to CC or BCC) and send. Kinabase logs it as an activity on that record.

You need Activities enabled on the collection for emails to be logged against its records. See Using activities.

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2. Forward to your contacts automatically

If your Contacts collection is mapped, you can forward to the shared address inbox@kinabase.email and let Kinabase find the right records for you. It matches every recipient it recognises - whether they were in the To, CC, or BCC line - to your contacts and organisations.

This requires a System admin to map your Contacts collection first. See Email Integration.

1. Forward or copy in the address

Forward the email to inbox@kinabase.email, or add it to CC or BCC on a new message.

2. Kinabase matches the recipients

The email is logged against your own Colleagues entry, and against any contact whose email address matches a recipient. If a contact's organisation is mapped, it appears there too.

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3. Who can forward emails

Whichever address you use, you must send from an email address that belongs to a registered, verified Kinabase user. This is how Kinabase knows the forward is genuine and who it came from.

If your forward isn't appearing, check you're sending from an email address that is verified on your Kinabase account. You can manage your addresses under Settings → Account → Profile.

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4. What happens after you forward

Kinabase replies to let you know how the forward went:

• On success, you receive a confirmation email with a deep link straight to the activity it created - so you can jump to the record in one click.
• On failure, the email bounces back with the reason. Common causes are sending from an unverified address, an unknown record ID, or a collection that doesn't have activities enabled.

If a subject line starts with fw: or fwd:, Kinabase reads the forwarded message's original sender and date so the activity reflects the real conversation, not just your forward.

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Show emails on related records

If your contacts are linked to other records - for example, an opportunity or project linked to a contact - you can have logged emails appear on those records too. Turn on Show in related records in the collection's activity settings. See Using activities.

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Need more help? Ask your System admin, or contact our support team via Help & Support.