Email workflow: how do you handle email on server/in client when using Email & activities

Currently setting up my system and am integrating Outlook. My mails are showing up on my board, but I wonder how do you handle the email on the server/in your mail client?

I am looking for suggestions on how to get the clutter away from the client, once an email shows up in Monday.
Only thing I can think of is just to auto-archive/delete on the server after a certain period.

Hey @Michael-PT :wave:

Are you looking for advice on how to manage the emails from your email inbox? I.e. after they’ve been forwarded to monday? If so, this is a great question and I look forward to seeing what advice our other users have to suggest here!

The only thing I would flag is not to set up any auto-forwarding (e.g. to folders), as this can cause issues with the integration and stop your emails from appearing within monday

Hi @Dani ,

Thanks for your response. That is indeed the advice I am looking for. I really want to get rid of the hundreds, if not thousands of mails. I don’t want to see them anymore, when I do open the email client.

Would you also expect issues with the integration if the auto-forwarding, archiving or deleting of the originals is done after they first were picked up by the integration? For instance, today it is entered in with an integration, and in 3 days it gets moved or deleted on the mail server.

For now, I don’t see mails disappearing from if I explicitly delete the mail from the server.

Apologies for the late reply @Michael-PT!

Just to clarify, if you were to delete/remove emails from your mail server, this would not automatically remove them from In order to achieve this, you would need to look into third party options, as I am afraid this is not something we natively support at this time - apologies for the setback!

As for auto-forwarding, and archiving, as Dani mentioned, when auto-forwarding rules are set up, we do tend to find this can interfere with the integration, so do advise avoiding such a process. That being said, archiving and deleting mail should not impact the item appearing in the platform.

Hope this helps in some way!

Thank you @BiancaT .

It’s not that I want to automatically remove them (yet). I could manage that with Make, for instance.
I just was looking responses from users on how they handle the situation. Either automatically or manually. Deleting them from, archiving them in the client? That sort of suggestions.

Currently both incoming and outgoing emails are picked up by Emails & Activities. I can see the mails in / app. I can delete them manually without issues but looking for suggestions on how to handle this efficiently.

For sure, completely understand! I’d also be interested in hearing some suggestions from other users as to how they’re managing this process :slight_smile: