Connecting to Gmail

This topic refers to functionality that is not available to accounts on the Quick Base Essential plan. If the functionality described here does not match what you're seeing in Quick Base, your account is probably on this plan.

You can automatically import emails into Quick Base to save time and reduce the errors that can arise from manually copying and pasting messages into Quick Base. After you import the Gmail to a connected table in your Quick Base app, it can automatically refresh in Quick Base, based on a schedule that you set.

 

To connect to Gmail:
  1. From the table bar, click New Table and then select Using connected data.

  2. Name your table, click Next, and then select Gmail.

  3. Enter your Gmail user name and password.

  4. Create your connected table. See Adding a connected table to your app or click the Help icon in the top right, while creating your table, and we'll guide you along.

View, test, or delete your connections

To view details about your connection and test, change, or delete connections, click the user dropdown on the Global bar, then click My preferences. Your connections display in the My Connections area.

View connected table details and history

To view Details about your connected table, including the connected service, connection owner, connected fields, filter, and schedule for the connected table, access the connection in Table Settings. You can also view a History of recent refreshes, and edit the connection filter, refresh schedule, or switch to use a different connection, if necessary.

Queries optimized for Quick Base

When you connect a table to a Gmail account, you can use two queries optimized for Quick Base. These are:

Let's take a look at each of these.

Inbox Summary by Conversation

Gmail has a handy feature that allows you to group responses together in a "conversation." With this feature enabled in Gmail, you can see all emails relating to one conversation inside a single email. You don't have to open several emails or search for a specific message to follow the conversation.

When you use this query, you won't have to bring in individual messages, and you can create just one record to contain a series of related messages. This reduces the number of records in your table and makes it easier to manage related customer communications.

The Inbox Summary by Conversation query has four fields that let you optimize the benefits of a Gmail conversation in your Quick Base table:

When you import a Gmail conversation into Quick Base, each conversation will appear in a single block in your table, with the latest message at the top.

Inbox with Forwards

Many businesses use Gmail for their company's communications. Here's a common scenario that illustrates how connecting a table to a Gmail account will enable you to track customer emails by importing them to Quick Base.

Let's say your sales reps send and receive emails to customers. To track them in a central location, sales reps forward these emails to a central Gmail account. To get these emails into Quick Base, set up a connection to this Gmail account.

The email address most useful to you is the customer's email address, but this address is buried in the body of the forwarded message. So, Quick Base provides four fields to let you bring the email addresses you care most about into your Quick Base table: 

When you connect to the Gmail account, you select these fields and Quick Base will extract the customer's email address from the body of the email and import them to your Quick Base table.

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