Getting the Most Out of Email Sync in Coherence

Why Email Sync Matters

Email remains the backbone of business communication. But most CRMs treat email as an afterthought - something you manually log or forward to a special address.

Coherence takes a different approach. With two-way email sync, every message you send and receive automatically connects to the right records. No logging. No forwarding. No extra work.

Here's how to get the most out of this feature.

Setting Up Email Sync

Connecting your email takes about 30 seconds:

1. Go to Settings → Integrations
2. Click Connect Email
3. Choose Gmail or Outlook
4. Authorize Coherence to access your email
5. Done

Coherence will begin syncing your recent messages and continue syncing in real-time going forward.

What Gets Synced?

Coherence syncs everything from your connected account:

• All emails to and from your inbox
• Attachments (stored securely and linked to records)
• Thread structure (so you can follow conversations)
• Folder and label organization from Gmail/Outlook

We bring in your complete email history so you never have to wonder if something was missed. Every conversation is available and automatically organized.

How Automatic Linking Works

The magic of email sync is automatic linking. When you send an email to [email protected]:

1. Coherence matches the email address to a contact record
2. The email appears in that contact's timeline
3. If John is associated with a company, the email also appears there
4. If there's an active project with Acme Corp, it links there too

No manual work required.

Smart Matching

Coherence uses several signals to link emails correctly:

• Email address matching: Direct lookup against your contacts
• Domain matching: Links to companies based on email domain
• Thread context: If a thread was linked to a project, new replies stay linked
• AI suggestions: For ambiguous cases, Coherence suggests likely matches

Tips for Power Users

Use Email Templates

Create templates for common emails - introduction messages, follow-ups, proposals. Coherence tracks which template you used, so you can later see which messages performed best.

Track Email Opens

Enable open tracking to see when recipients read your messages. A subtle indicator shows read status right in the activity timeline.

Schedule Sends

Write an email now, send it later. Perfect for reaching clients in different time zones or spacing out your follow-ups.

Bulk Actions

Need to follow up with multiple contacts? Select several records and compose a personalized email to each. Coherence handles the merge fields automatically.

Sending Email from Coherence

You can send emails directly from any record:

1. Open a contact, company, or project
2. Click the Email button
3. Compose your message with full formatting
4. Send - it goes through your connected Gmail or Outlook

The email appears in both Coherence and your regular inbox. Replies come back to your inbox and sync to Coherence automatically.

Troubleshooting Common Issues

Emails Not Syncing?

First, check your connection status in Settings → Integrations. If you see a warning, try disconnecting and reconnecting your email.

Wrong Contact Match?

You can manually correct any link. Click the "..." menu on any email and choose "Link to different record." Coherence learns from your corrections.

Missing Attachments?

Large attachments (over 25MB) are stored as links rather than embedded. This keeps your workspace fast while still giving you access to everything.

Privacy and Security

A quick note on how we handle your email:

• Your data is yours: We never sell or share email content
• Encrypted in transit and at rest: Industry-standard security
• Minimal access: We only access what's needed to sync
• Easy deletion: Remove any synced data anytime

See our privacy policy and security page for full details.

Start Syncing Today

Ready to experience email that's actually connected to your work? Connect your Gmail or Outlook in Coherence and see the difference.

Connect your email →