Set up email capture

Email capture is what puts client correspondence on the timeline without anyone forwarding anything. Once it is on, mail to and from a connected Google Workspace mailbox files itself onto the matching customer. This page turns it on and sets its limits; the fuller picture of how capture and the timeline work is in Email, calendar and meetings.

Before you start

• Connect Google Workspace first, or there are no mailboxes to capture from. See Connect Google Workspace.
• Capture is off by default. Turning it on prompts each teammate to consent at their next login, so mail is only ever captured from people who have agreed.

Turn on capture

1. Open Admin, then Email capture.
2. Switch Enabled on.
3. Choose a Capture scope:
   • Customer-matched only stores only mail involving a known customer contact. This is the recommended default and holds far less sensitive data.
   • All mail stores everything and filters on display. It holds much more, so use it with care.

Exclude senders you never want captured

Use Exclusions (never capture) for sensitive contacts whose mail should never be stored, even when a known customer is on the thread, a personal attorney, say, or an HR matter.

1. Under Exclusions (never capture), pick a Type: Customer, Email address, or Domain.
2. Enter the Value, and a short Reason so the next admin understands the entry.
3. Click Add exclusion.

Good to know

• The Google Workspace setup panel holds the one-time connection steps and the exact access Florio requests, in case your IT admin wants to review them.
• Excluding a contact stops future capture; what a teammate can see of captured mail still follows their role permissions.