Find and organize client emails

The Emails tab on a client or contact brings related conversations together, including archived and closed conversations. You can search that history, narrow it by mailbox or label, and open a conversation to link it to the right client or Job.

You need access to the client or contact and the mailbox containing the conversation. A client link does not share a private mailbox or give other users access to its emails.

Find email on a client or contact

1. Open the client or contact in the firm app and select Emails.
2. Type in Search emails…. The table updates as you type.
3. Open a conversation from the results, or use the table’s pagination to browse more history.

Search matches subjects, sender and recipient details, and email text already imported into Tidyflow. It searches beyond the currently displayed page and stays within the client or contact you opened. It cannot find messages that have not been imported; see email import coverage.

In Inbox, searches also keep the selected mailbox, label, and client constraints. Use Search all email when offered to broaden that search to email you can access.

Filter client email by mailbox and label

1. Select the Filter emails icon at the right of the search field.
2. Choose a Mailbox, or leave All mailboxes selected.
3. Choose a Label. Choices are grouped by mailbox; selecting a label also selects its mailbox.
4. Under Match, choose Include to show conversations containing that label in the selected mailbox, or Exclude to hide those conversations.

Filters apply immediately. Changing to another mailbox clears a label that does not belong to it. Gmail labels and Outlook folders both appear under Label; matching uses the selected mailbox’s copy of the conversation.

Remove an active filter using its small × button, or use Clear all to remove search text and filters. The Clear search button inside the input removes only the search text.

Your mailbox, label, and Include/Exclude choices are remembered in that browser for your user, workspace, and each client or contact. Search text is temporary. A link containing explicit search or filter choices opens with those choices instead of the remembered ones.

Filtering changes what the table shows. To apply a label or file a conversation, use its actions as described in Label or move email in a shared mailbox.

Link a conversation to the right client

1. Open the conversation from Inbox or an Emails tab.
2. Open More, then choose Link to client. If a client is already linked, choose Change client.
3. Search for and select the client.
4. Select Save. Choosing a client alone does not submit the change.

To remove a client link, open Change client, clear the selected client, then select Unlink client. Manual client choices and deliberate unlinking are preserved by client-linking automations. If saving fails, your choice stays in the dialog so you can retry.

Linking preserves the conversation’s open or closed state. It does not move, archive, assign, or change its read state. Client history also includes conversations whose sender or recipients match the client’s contacts. Removing an explicit client link therefore does not necessarily remove the conversation from that client’s Emails tab.

For a mailbox dedicated to one client, an owner or admin can use an email rule to link incoming conversations automatically. See Automate incoming email for mailbox conditions and reviewing existing emails before applying a rule.

Create or link a Job from an email

1. Open the conversation and select Create or link job in its toolbar.
2. Check the Client. Tidyflow selects the conversation’s linked client first, or otherwise the client page you opened it from. Choose a client yourself when none is selected.
3. To link existing work, select an Existing job, then Link job. Changing the client clears the selected Job.
4. To start new work, select Create new job. Review the Job form, which is prefilled from the email’s subject and content, then save it. The new Job is linked to the conversation.

Tidyflow does not choose a client for this dialog from an ambiguous contact-to-client match. If the conversation already has a linked Job, the dialog shows it and offers Unlink job.