Adding Email Sources to Kanbans
Connect your email accounts to automatically create kanban cards from incoming messages. Perfect for inbox zero workflows and lead management.
Supported Email Providers
- Gmail (via OAuth)
- Outlook/Microsoft 365 (via OAuth)
Connecting Your Email
- Go to Settings → Connected Accounts
- Click Connect Email
- Choose Gmail or Outlook
- Authorize OpenLuxe to read your emails
- Select which folders to monitor
Creating an Email Automation
- Open your kanban board
- Click Automations → + New
- Select Email Scan as trigger type
- Configure your settings:
Scan Settings:
- Frequency: Daily, Weekly, or Monthly
- Scan unread only: Yes/No
- Days to look back: 1-30 days
- Email limit: Max emails per scan
Sender Filters:
- Include list: Only process emails from these senders
- Exclude list: Ignore emails from these senders
- Filter mode: None, Include only, or Exclude
Target List Configuration
Choose which list receives new email cards:
- Select the target list
- Configure card creation settings:
- Card type (Item, Task, or Deal)
- Default tags
- Default assignee
AI-Powered Processing
Enable AI to analyze incoming emails:
- Extract insights: Pull key information from email body
- Smart categorization: Auto-tag based on content
- Custom prompts: Define what information to extract
Example AI Prompt: "Extract the sender name, main request, urgency level, and any mentioned deadlines."
Email Card Features
Cards created from emails include:
- Sender name and email
- Subject as card title
- Email body preview
- Link to original email
- Reply quick-action
- AI-extracted insights (if enabled)
Managing Email Automations
View automation history:
- Click Automations → Select automation
- View Execution History
- See processed emails and any errors
Pause/Resume:
- Toggle the automation active/inactive
Best Practices
- Start narrow: Begin with specific senders
- Use filters: Avoid creating cards from newsletters
- Set appropriate frequency: Daily for active inboxes
- Use AI insights: Extract actionable information
- Choose the right list: New emails → "Inbox" or "Triage" list
