Daily work
Connecting your mailbox
Connect Microsoft 365 or Gmail, file mail to a client, and reconnect a mailbox that stops syncing.
Orin can read your work mailbox, so a client's emails sit next to their tasks, documents and engagements. This article shows you how to connect Microsoft 365 or Gmail, file mail to a client, and reconnect when a mailbox stops syncing.
Before you start
- You need permission to view the inbox, and permission to connect a mailbox to add one. If Inbox is missing from the menu, ask a firm administrator.
- You sign in to Microsoft or Google on their own page. Orin never sees your mailbox password.
Steps at a glance
Step 01
Open Email settings
Select Inbox in the menu. If nothing is connected yet, the notice at the top offers Open Email settings. Otherwise, select the settings button in the page header.
An Inbox with no mailbox yet. 1: Open Email settings. Step 02
Choose who the mailbox is for
On Email settings, select Connect a mailbox. Under Who is this mailbox for? choose:
- Just me: your own mailbox. Nobody else at the business sees a message until you file it to a client.
- Everyone at the business: a shared address such as info@. Every message in it is visible firm-wide.
Choose who sees the mailbox, then the provider. Step 03
Connect your provider
Select Connect beside Microsoft 365 or Gmail. You are taken to your provider to sign in and approve the connection, then brought back to Orin. Recent mail starts to appear within a few minutes, and Orin checks for new mail every minute after that.
Screenshot not captured: the demo business has no real mailbox to connect, so the provider's sign-in and the synced Inbox were not shown.
If a provider shows as not set up, your deployment has not been configured for it. Only whoever administers Orin can add it.
Step 04
File mail to a client
Open a message and choose File to client. Orin suggests a client when the sender matches one; otherwise search for the client. Filed mail appears on that client, so whoever picks up the work next can see what was agreed without asking you to forward anything. A message can also be linked to an engagement.
Screenshot not captured: no mailbox is connected on the demo business, so there are no messages to file.
File as you read rather than in a batch at the end of the week. The client is fresh in your mind and filing takes a second.
What success looks like
Your mailbox is listed under Mailboxes in Email settings with when it last synced, and your mail appears in the Inbox.
When a mailbox stops syncing
Providers expire their permissions from time to time, and a password change can end a connection early. Email settings shows what has gone wrong with each mailbox. Reconnect with the same steps; anything you have already filed stays filed.
Next steps
- My Workspace: the work your mail relates to.
- Integrations: other services your business connects.
Common questions
Does Orin send email from my account? Only when you write a reply in Orin and send it. Nothing is sent without you pressing send.
Can colleagues read my mailbox? Not a mailbox connected as Just me. They see a message only once you file it to a client. A colleague's personal mailbox is never listed in your Email settings.
Can I connect more than one mailbox? Yes. Each is listed separately in Email settings and can be disconnected on its own.
I disconnected a mailbox. Did I lose the filed mail? No. Mail already received stays in Orin, including what you filed to clients. Disconnecting stops new mail arriving.