Users can link emails from the Email workspace to app items so that they are displayed on app item pages. For example, a manager adds their dialog about commercial conditions with a client to the deal page. A lawyer adds the contract negotiation correspondence. All this information is collected on the Linked Emails tab. In this case, the history of interactions with the client will be available to all employees who have viewing permissions for the item. Emails will be shown on the page even after the email account is disconnected from the user’s profile.
To enable this, the system administrator configures:
- The list of apps to whose items users can link an email.
- Automatic linking of emails to Contacts app items. The email address in the message is compared with the address specified in contact pages in the Work email field. When the addresses match, the email and subsequent correspondence are automatically added to that contact.
- Permissions to break the link between an email and an app item.
- Display of emails from linked contacts on the view forms of app items where client contacts are specified. In this case, if an email is linked to a contact, users will see the correspondence only on that contact’s page.
Configure a list of apps available for linking
By default, only Leads and Deals apps are available for manual linking. To enable users to link emails with items of other apps, edit the list of available apps. To do this:
- Open Administration > Email > Link Settings.
- In the Link Email to App Items section, click +Select App and choose an app from the list, for example, Orders.
You can add only five different apps from the system to this list.
- You can send an email's subject, text message, sender and recipient as well as attached files and send date to an app. This data is shown on the app item page linked to the email. To set this up, click Configure context. In the window that opens, match the email’s properties with the app’s fields. Note that you can only match properties of the same type. For example, to pass the name of the sender or the email’s body, a String type field has to be added to the app context.
- Click Save.
- In order for the linked emails to be displayed on app item pages, use the Linked Emails widget. Go the advanced mode of the app form settings and add the widget to the view form. For more information on how to place the widget on the form, see Form templates for apps and processes.
After that, users will be able to link emails to app items in the Email workspace. Information from the emails will be transferred to the fields of the item according to the settings, and all linked emails will be visible on the item page. Employees will also be able to delete links with an app item and not display confidential emails on an item page.
You can delete an app from the list of apps available for linking. To do that, go to Administration > Email > Link Settings and click the recycle bin 
icon. After that users won’t be able to link emails with app items from this app, but existing links will stay intact.
Enable automatic email linking
Incoming and outgoing emails can automatically be linked to app items whose forms contain an Email type field.
To do this, configure the list of apps available for email linking. To display correspondence on the pages of these app items, their forms must contain the Linked Emails widget. It is added to the form of the Contacts app by default, and you can add it to the form of any app.
Then, if the email address of the person you are corresponding with in the Email workspace matches the address on the app item page, employees will see the correspondence when they view it.
To configure automatic email linking:
- Go to Administration > Email > Link Settings.
- In the Automatically Link Emails to App Items section, click + Select App and select an app, for example, Contacts.
- Select the Email field from the app context that contains the email address of the person you are corresponding with. To do this, next to the app in the list, click Add Fields. In the pop-up window, select the field and click Add.
If the app context contains several suitable fields, you can select all of them so that emails are linked to app items based on all available email addresses.
- Next to the field, select which type of emails to use it for:
- Incoming emails. The email will be linked to the app item if the sender’s email address matches the address specified in the field.
- Outgoing emails. The email will be linked to the app item if the recipient’s email address matches the address in the field. Note that only emails sent from the Email workspace.
- Incoming and outgoing emails. Both options described above are used.
- Click Save.
- To display emails on app item pages, make sure the Linked Emails widget is placed on the view form. For more information about adding the widget, see Form templates for apps and processes.
After that, depending on the selected options, new incoming or outgoing emails will be automatically linked to items in the specified apps. If you remove an app or its fields from the list, subsequent emails will no longer be linked, while existing emails will remain on the app item pages.
If several app items have the same email address, the email will be linked to each of them. If there are duplicates for a contact in the CRM, the link is created only with the primary item.
If there is no contact in the system with the specified email address, no link is created to the app item.
Configure access to delete email links
Define which employees can break the link between an email and an app item. To do this:
- Go to Administration > Email > Link Settings.
- In the Allow Deleting Email Links section, specify users, groups, or organizational chart items.
- Click Save.
The selected employees will then have the ability to break the link between an email and an app item.
Hide emails of linked contacts
By default, emails that are linked to a contact page either manually or automatically are also displayed in other app items when the following conditions are met:
- The Linked Emails widget is placed on the view form.
- A contact is specified on the app item page.
In the widget settings, you can hide emails of linked contacts. When this option is enabled, only correspondence directly linked to the current app item will be displayed.
For example, suppose a company has enabled automatic linking of all emails to contacts. You may want to display all of a contact’s correspondence in leads where the client is specified, while in deals, only emails that users have directly linked to the deal page should be visible. To achieve this:
- Enter the edit mode for the deal form by clicking Edit Form on the View tab.
- In the interface designer that opens, go to the settings of the Linked Emails widget and enable the Hide the messages of linked contacts option.
- Publish the updated view form.