Keep important client threads in Clippter by putting your workspace CC address on the email. Clippter stores the message text on the matching deal or project. You do not connect a full mailbox (no Gmail or Outlook sync).
Before you start
- A workspace owner turns on email capture under Settings → Account → Email capture. That is done once for the workspace.
- After it is on, your workspace CC address appears there and in the banner at the top of Communications. Copy it. Shape:
youragency@mail.clippter.com. Clippter tries to auto-match that address to the right deal or project. - Each deal and project also has a job CC address (same shape with a short plus-tag, e.g.
youragency+j7k2m9@mail.clippter.com). Copy it from Deal → Communications or Project → Communications when you want a hard link (gmail, internal mail, or many open jobs for one client). The token stays the same when a deal becomes a project. - If capture is still off, nothing will land in Communications. Non-owners see a note to ask an owner.
- Contacts work best when the person’s email in Clippter matches the address they use in the thread.
How to capture a thread
- Open the email in your normal mail app (Gmail, Outlook, Apple Mail, and so on).
- Add your workspace address in Cc (preferred) or To — either the main address (auto-match) or the job address from that deal/project (hard link).
- Send as usual.
- When people Reply all, keep that Clippter address on the thread so follow-ups keep landing in Clippter.
CC is better than BCC. With BCC, clients often drop you from the next reply, and Clippter may stop receiving the rest of the conversation.
Cold outreach
Do not CC Clippter on the first cold email. Wait until the prospect replies, then add the CC on your next message (or on their reply via Reply all). That keeps capture tied to real conversations.
Where to find the emails
| Place | What you see |
|---|---|
| Project → Communications | Emails linked to this project, plus related deal emails |
| Deal → Communications | Emails linked to this deal |
| CRM → Communications | Account-wide inbox (Needs link / Linked) |
| Projects → Communications | Same account-wide inbox under Projects |
Account-wide inbox tabs:
- Needs link: arrived, but not clearly matched to a deal or project. Link fields stay visible on each card (you do not need to open the full email first).
- Linked: already tied to a deal or project. Open the deal and/or project from there (both links when a won deal has a project).
Fix a wrong link or remove a message
Use the ⋮ menu on the email card (works while collapsed).
| Action | Where | What it does |
|---|---|---|
| Link / change link | Account-wide inbox only (CRM or Projects → Communications) | Search a project or deal and attach the email |
| Unlink | Account-wide inbox, project tab, and deal tab | Clears project, deal, and company links → email returns to Needs link |
| Delete | Same surfaces | Removes the email from Clippter for the whole workspace (body and subject cleared; it no longer appears) |
Each card also shows Team or Client based on whether the From address belongs to someone in your workspace.
How matching works
Clippter tries to attach the email automatically (unless you used a job CC address, which always links to that deal/project):
- Exact match on a contact email in your workspace (From, To, Cc, or addresses in the body).
- Prefer projects where that contact already has portal access (one project → auto-link; several → subject/body chooses among those).
- Then open deals / projects for that person or company.
- Subject and body tip the balance when there are several options (project/deal/company name overlap). Clippter reads the newest message text and some prior-reply context; deep quote noise is ignored.
- Replies in a thread reuse the link from the earlier captured message when possible.
- Manual links teach Clippter for next time; unlinking weakens that memory.
- If nothing is sure enough to auto-link, Needs link may show a Suggested project/deal (Apply or Dismiss), like cost allocation suggestions.
It will not match the whole company from a free mailbox domain (for example @gmail.com). Corporate domains can help when there is a clear single company match.
If nothing fits, or several options look equally likely, the email lands under Needs link so you can attach it yourself. When you link manually, Clippter remembers that contact ↔ deal/project pairing and prefers it next time (simple learning from your links — not AI). Tip: save the job address in your contacts under the project name so you do not have to look up the code each time.
Who can inject mail into your workspace
A message is only accepted when it belongs to your workspace capture address and there is a team context, for example:
- A Clippter team member’s address is on From, To, or Cc, or
- It is a reply in a thread Clippter already has.
Random mail to your capture address without that context is rejected or quarantined.
Attachments
File attachments are not stored in Communications.
If the email had real attachments, Clippter shows a note that they were not saved. Put important PDFs, scripts, or briefs on the project under Project files (Overview) yourself — use Share with client when the client should see them in the portal.
Inline signature images are ignored on purpose.
Common mistakes
- Capture still off in Settings → Account: CCing does nothing (owner must turn it on).
- Forgetting to CC: nothing appears in Clippter.
- Using BCC only: later replies often skip Clippter.
- Contact email in Clippter differs from the address on the thread: auto-match fails; use Needs link.
- Wrong deal or project: Unlink (or Change link from the account-wide inbox), then attach the right one.
- Sensitive content that should not stay in the workspace: Delete the email in Communications.
- Expecting PDFs from the email to appear as files: they do not; add them on the project.
- CCing every cold pitch: noisy and not the intended workflow.