Gmail
Connect a Gmail or Google Workspace mailbox, and automations can react to the e-mails that arrive in it and send e-mails from your address. You sign in with Google, so Quanty never sees your password. Testing, activity, renaming and the other things you do with a connected mailbox are on Mailboxes.
Before you start
- Members and admins connect mailboxes; viewers see "Only members and admins can connect mailboxes."
- You need a personal Gmail account or a Google Workspace account. If your company uses Google Workspace, its IT admin may have to allow Quanty first: send them Google Workspace for admins.
- Each person connects their own mailbox, and it stays private to them until they share it (see Private or shared).
Connect Gmail
- On Integrations, under Email, click Connect Gmail.
- Before anything goes to Google, Quanty shows Connect Gmail: what Quanty will do, what it will never do, Google's Limited Use statement with a link to Google's policy, and a link to our Privacy Policy.
- What Quanty will do: "Read new incoming mail, so your automations can start from it." and "Send the emails you set up in automations from your Gmail address."
- What Quanty will never do: "Sell your data or use it for advertising." and "Delete or change your mail."
- Click Continue to Google. If you close the notice instead, nothing happens.
- Google asks you to choose the account and shows what Quanty asks for: reading your e-mail and sending e-mail for you. Allow both, or untick one.
- Back in Quanty: "Gmail connected", and the mailbox appears under Connected mailboxes.
If you did not allow sending or reading, Quanty says so ("Gmail connected, but sending was not allowed"), and the mailbox's menu offers Reconnect to allow sending or Reconnect to allow reading. Reconnecting shows the same notice first.
Gmail in a table's Triggers panel
The New Gmail email trigger of a table connects Gmail for reading only (see Table triggers). Its notice says that Quanty will never send mail from your address.
Private or shared
- Private at first. Only you can use the mailbox in automations. Colleagues see "Connected by Anna, not shared".
- Shared. Turn on Shared with workspace on the mailbox's row: "Everyone in the workspace can use this mailbox in automations." Only the person who connected the mailbox can share it.
- Unshared again. Other people's automations that use it are switched off: "2 automations using it were switched off. Check their actions, then switch them back on."
The details are on Sharing a mailbox.
What Quanty reads and sends
| What happens | |
|---|---|
| Reading | Quanty checks the mailbox every minute, and only while something listens to it: an active automation with E-mail received, CRM capture, or, with the TMS add-on, orders and pallet receipts by e-mail. It takes only e-mails that arrive after that was switched on, never older mail, and it does not copy or index your whole mailbox. |
| Keeping | Each e-mail taken is kept in Quanty for 14 days, then deleted. What an automation wrote into your tables stays there until you delete it. |
| Sending | Quanty sends only the e-mails your own automations compose (Send an e-mail), from your address, at most 100 an hour per mailbox. It never sends anything on its own, and it cannot delete or change your mail. |
| AI | When an automation runs an AI step on an e-mail, for example an AI column on the row the e-mail created, the text goes to our AI model provider only to produce that result. It is not used to train any model. |
| Chat | Quanty AI in Chat does not read your mailboxes. |
Google user data is never used for advertising and never sold. The full rules are in section 9 of the Privacy policy and on How Quanty uses Google user data.
Disconnect and delete your data
On Integrations, under Connected mailboxes, open the mailbox's ⋯ menu and click Remove: "Quanty stops receiving and sending emails through this mailbox." For Gmail it also "gives up its access to the account." Automations that used the mailbox are paused, with the reason "its mailbox was disconnected". An organization admin can remove a mailbox too.
What happens to your data:
- Your Google sign-in is deleted from Quanty at once, and Quanty asks Google to end its access. If you also connected Google Calendar with the same Google account, Google's access stays until you disconnect the calendar too, because Google gives an app one access per account.
- E-mails kept in Quanty are deleted when their 14 days are up.
- Rows and records that automations made from your e-mails stay in your tables. Delete them there if you want them gone.
- In your Google Account you can remove Quanty at any time, at myaccount.google.com/permissions. That ends Quanty's access to Gmail, Google Calendar and the Google Workspace import of that account at once, and the mailbox shows Needs reconnect.
- When you leave the organization, or are removed from it, your private mailboxes are disconnected the same way (see Remove a member, or leave).
Good to know
- Connecting again. When you connect the same Google account again, Quanty reconnects your existing mailbox instead of adding a second one.
- Without any Google permission. If you prefer to give Google no permission at all, forward your mail to a Quanty inbox address instead; the same automations run.
- Limits for every mailbox are on Mailboxes.
Related pages
- Mailboxes: connected mailboxes, testing, activity, CRM capture and limits.
- Google Calendar: your Google Calendar and your Quanty calendar together.
- Google Workspace for admins: letting a whole company connect.
- Triggers and conditions and Actions: reacting to e-mails and sending them.