Getting this right is what makes automatic email matching work: when someone forwards an email, or uses the Outlook add-in, Kinabase uses these mappings to find the right 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.

You'll need to be a System admin to change these settings. Email Integration is part of your plan's integration features - if you can't see it, contact our support team to check your plan.

1. Open Email Integration

Go to Settings → Integrations → Email Integration.

The pane has three parts: Email Forwarding (information about your forwarding addresses), Contacts and Organisations (the collection mappings), and Enable Outlook add-in (where you turn the add-in on for your team).

2. Map your Contacts collection

Your Contacts collection is the collection that represents the people you communicate with - often called "Contacts", "People", or "Clients". Mapping it lets Kinabase match an email address to a person.

1. Select your Contacts collection

Under Contacts, select the collection that holds your people records.

2. Map the Name field

Select the field

Field

A single piece of information stored on every record in a Collection, such as text, a number or a date, similar to a column in a spreadsheet.

that holds each person's name.

3. Map the Email field

Select the email field that holds each person's email address.

Your Contacts collection must have an email field for matching to work. Without one, Kinabase has no way to link an incoming email to a person.

3. Map your Organisations collection

Mapping an Organisations collection lets Kinabase match an email domain (for example, @acme.com) to a company record. This is optional - if you deal directly with individuals, you can skip it and work with contacts only.

The Organisations section only appears once you have mapped Contacts.

1. Select your Organisations collection

Under Organisations, select the collection that holds your company records.

2. Map the Name field

Select the field that holds each organisation's name.

3. Map the Website field

Select the website field that holds each organisation's web address. Kinabase uses this to match an email domain to the right organisation.

For organisation matching to work, the Organisations collection needs a website field, and your Contacts collection must reference it - usually through a linked collection field pointing from a contact to their organisation. See Linked collection fields.

4. Turn on the Outlook add-in

The same pane holds the Enable Outlook add-in setting. Turn on Allow users to use Outlook add-in so your team can install and use the Link to Kinabase add-in in Outlook.

This requires a Microsoft 365 connection. If Microsoft 365 is not connected, the toggle is unavailable and you'll see a message explaining that your organisation must have Microsoft 365 integration enabled. See Connecting to Microsoft 365.

For the full setup, see Set up the Outlook add-in.

What this enables

Once your collections are mapped, the rest of Kinabase's email features can find the right records:

Email forwarding to inbox@kinabase.email matches messages to your contacts and organisations. See Email forwarding.
The Outlook add-in shows matching contacts and organisations as you read an email. See Using the Outlook add-in.

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

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