Email communication¶

The Emails module in Gem Logic lets you send and receive emails directly from the application. Emails are linked to contacts, orders, invoices, and other records so all communication is tracked in one place. The module supports Gmail, Microsoft, and custom SMTP/IMAP providers.

Connect an email address¶

Navigate to Emails ‣ Email addresses and click Connect email address. Choose one of the three connection methods:

Continue with Google – sign in with a Google account to connect via OAuth.
Continue with Microsoft – sign in with a Microsoft account to connect via OAuth.
SMTP – enter the email address manually, then configure the SMTP and IMAP server settings on the email address detail page.

After connecting, the email address appears in the list and can be used to send and receive emails.

Email address settings¶

On the email address detail page you can configure:

Sender name – the display name recipients see.
Users – team members who can use this address.
Support mail – mark the address as a support inbox.
SMTP and IMAP server details (for non-OAuth connections).

You can send a test email from the email address list to verify the configuration works.

Inbox and sent emails¶

Navigate to Emails ‣ Inbox to open the email application. The left panel shows a list of email threads, and the right panel shows the selected thread.

Use the tabs at the top to switch between Inbox and Sent emails. The search bar lets you find threads by subject, sender, or content.

Email threads¶

Related emails are automatically grouped into threads. Each thread shows:

The contact or sender name
The subject line
A short preview of the last message
The date and email count
A status badge: Awaiting reply for incoming threads or Replied for threads where you sent the last message

Thread actions¶

Hover over a thread or open it to access these actions:

Pin – keep the thread at the top of your list.
Star – mark the thread for follow-up.
Archive – remove from your inbox (you can archive for yourself or for all users).
Delete – permanently remove the thread.
Create task – create a linked task from the thread.

These actions are per user — pinning or archiving a thread only affects your own view.

Composing and sending emails¶

You can compose an email in two ways:

From the email application: click Reply at the bottom of any thread.
From any record (order, invoice, contact, supplier order): click the email icon to open the composition modal.

The composition form includes:

From – select which connected email address to send from.
To – type an email address or pick from your contacts.
CC – optionally add team members or other recipients.
Subject – the email subject line.
Message – a rich text editor for the email body.
Template – optionally apply an email template.
Signature – automatically appended based on the selected sender address.

Attachments¶

When composing from a record, Gem Logic suggests relevant attachments such as invoices, quotes, certificates, delivery forms, or order documents. You can also upload files manually.

Scheduled sending¶

Instead of sending immediately, you can schedule an email for a future date and time. Scheduled emails appear in your sent folder with a Scheduled badge and can be sent immediately at any time before the scheduled date.

Email templates¶

Email templates let you create reusable messages with dynamic variables that are replaced automatically when the email is sent.

Navigate to Emails ‣ Email templates to manage templates. Click Create email template to add a new one.

A template includes:

Name – a descriptive name for the template.
Subject – the email subject (can include variables).
Message – the email body (can include variables).
Language – the language of the template.
Active – whether the template is available for use.

Template variables¶

Variables are placeholders wrapped in double parentheses that get replaced with real data when the email is sent. The available variables are listed on the right side of the template editor.

Common variables include:

((name)) – contact name
((email)) – contact email address
((phone)) – contact phone number
((order_id)) – order reference number
((order_total)) – order total amount
((invoice_id)) – invoice reference number
((business_name)) – your company name
((pay_now_link)) – a payment link for the customer
((customer_portal_url)) – link to the customer portal

Tip

Click any variable in the template editor sidebar to insert it at the cursor position.

Email signatures¶

Each email address can have multiple signatures, optionally in different languages. Navigate to an email address detail page to manage its signatures.

Name – a label for the signature.
Signature – the HTML content of the signature.
Language – the language this signature is for.
Primary – mark as the default signature for this address.

When composing an email, the signature is automatically selected based on the sender address.

Email tracking¶

Gem Logic tracks whether recipients open your emails. When an email has been opened, a timestamp appears on the email in the thread view.

Email templates also track the open rate, showing how many recipients opened emails sent with that template.

Email rules¶

Email rules let you automatically process incoming emails based on their content. Navigate to Emails ‣ Inbox and click the settings icon to manage rules.

Each rule has:

Search phrase – the text to look for.
Search in – where to search: Subject, Body, or From.
Action – what to do when a match is found: Archive or Delete.

Rules are applied automatically when new emails arrive.

AI features¶

When composing an email, you can use AI to help write or improve your message:

Generate – describe what you want to say and let AI write the email.
Polish – improve the tone and clarity of your draft.
Shorten or Elaborate – adjust the length.
More formal or More casual – change the tone.
Translate – translate the message into another language.