This article provides instructions for configuring your email client to share correspondence with your dedicated Akooda inbox address.
Before We Begin
Make sure you are integrated with the Gmail connector as mentioned in the dedicated guide by going to the Apps page under the settings section and making sure the button indeed shows a “Connected” state.
As soon as that’s done, you will need to choose how to collect work correspondence for the people in your organization. Below are the options for popular email clients, Google Workspace and Gmail, as well as Microsoft Exchange and Outlook:
Google Workspace Routing: Set up routing rules for users in your domain or organization for inbound, outbound, internal-sending, or internal-receiving - without requiring additional steps by employees
Gmail Chrome Plugin: Set up a personal manual/automated routing rule for outbound emails
Gmail Configuration: Set up one or many routing rules for outbound emails (requires assistance from IT)
Microsoft Exchange Routing: Set up routing rules for users in your domain or organization for inbound, outbound, internal-sending, or internal-receiving - without requiring additional steps by employees
Outlook Configuration: Set up one or more personal CC routing rules
NOTE: Your organization’s dedicated Akooda inbox is mentioned throughout this guide. This is the email address of the user used to connect to Akooda in the integration guide linked above (usually akooda@[YOUR_EMAIL_DOMAIN]). Should you wish to split emails into different inboxes, add a suffix to add your discretion, such as akooda+marketing@[YOUR_EMAIL_DOMAIN].
Setting Up Emails
Option 1: Google Workspace Routing
Follow the steps in the “Set up routing for your domain or organization“ Google guide:
In your Google Admin console (requires Admin access), go to Apps > Google Workspace > Gmail > Routing.
On the Routing tab, scroll down to Routing.
Note: if there already exists a Routing rule unrelated to Akooda, we advise to pause and share it with
your Akooda technical rep to better guide you and avoid conflicting definitions.Click Configure or Add Another Rule. The Add setting box opens.
Select all the email messages to affect (inbound + outbound, internal sending), usually to support both scenarios:
Communication Scenario | Message Types to Select | Description |
External organizations | Inbound + Outbound | Messages received by your users from senders outside the organization, and vice versa |
Internal communication | Internal-sending | Messages sent and received within users of your organization |
Based on your preferences, define the rules to share the dedicated emails with the destination email address (usually akooda@[YOUR_EMAIL_DOMAIN]):
Under For the above types of messages..., select Modify message.
Under Also deliver to, check the Add more recipients box:
In the Recipients table, click Add.
At the top of the settings box, confirm that Basic is selected.
Enter the destination email address
Now, at the top of the settings box, select Advanced. Under Spam and delivery options make sure that both options are checked:
Do not deliver spam to this recipient
Suppress bounces from this recipient
Click Save
(Optional) It's unnecessary in most cases, but if for some reason you need to limit the coverage to specific groups, click Show options and select the following Envelope filter option:
Group membership—Select one or more groups in the list. For envelope senders, this option only applies to sent mail. For envelope recipients, it only applies to received mail. If needed, first create the group. If needed, first create the group.
In this case, we highly suggest contacting your Akooda's account manager to fine-tune this particular setting and maximize what you can get from Akooda.
Save the configuration
Option 2: Gmail Chrome Plugin
First, ensure to have the beta version of the Akooda Helper installed as mentioned in the "Getting Started" Chrome guide.
To do so:
Download the latest version
Unzip the source code
Go to the Chrome Extension settings at chrome://extensions/
Click “Load Unpacked” and select the unzipped folder
Right-click on the plugin icon and select “Options” to set up your routing rule
The automation rule functionality will be activated as soon as you save your rule.
Below are the different configurable options for the “Email to Akooda” helper:
When emails are sent from: your personal work email, useful in case there is a shared inbox that should be ignored.
To: either everyone, internal/external, whitelist/blacklist addresses, nobody (manual only, more info below)
Then automatically:
CC/BCC: use BCC to remove Akooda from the recipient list
Your account destination: the address of the dedicated user from which Akooda is connected to your organization (usually
akooda@[YOUR_EMAIL_DOMAIN])And optionally a specific inbox: will be used to easily bucket correspondence in the UI (usually to split by departments, teams, etc)
The destination address will be injected into the recipients list according to the rule above.
In any case, if you wish to manually inject it in cases where the rule does not apply, you can click the plugin icon and it will be BCC/CCd manually in accordance with the configuration.
See the “Hints” at the bottom of the plugin “Options” page for more information.
Option 3: Gmail Configuration
You can share your email correspondence with Akooda without the plugin by configuring Gmail forwarding and filter rules.
Forwarding will send all incoming messages to the destination address. While using Filters will allow you to set automation only for specific emails using multiple “if-this-then-that” custom rules.
NOTE: Make sure to get help from IT, as they would need to access the inbox of the destination address in order to “confirm” your configuration in a prompt email.
Forwarding Method
On your desktop device, open Gmail using your own personal account and follow the steps below:
Go to "Settings > Forwarding and POP/IMAP"
Click “Add a forwarding address”
Enter the destination address (you can also add the suffix if you wish to split it to different inboxes on Akooda - such as
akooda+[INBOX_NAME]@[YOUR_EMAIL_DOMAIN])Click "Next > Proceed > OK", and Gmail will send a confirmation email to the destination address
Ask IT to go to its inbox and click “Confirm”
Once done, refresh the settings page in your own account and click “Forwarding and POP/IMAP” again
Select “Forward a copy of incoming mail”
Filtering Method
On your desktop device, open Gmail using your own personal account and follow the steps below:
Do steps 1-5 in the “Forwarding Method” section above
Click the down arrow next to the search box
Enter search terms that best represent the emails you wish to forward to Akooda
Choose “Forward it” and select the address you added in step 1
Click “Create filter” to complete the process
Repeat steps 2-5 for any additional filter rules you’d like to set up
Option 4: Microsoft Exchange Routing
Follow the Create a Mail Flow Rule guide to set the rules for which to add akooda@[YOUR_EMAIL_DOMAIN] as an additional Cc/Bcc recipient. Note that you can also add the suffix if you wish to split it to different inboxes on Akooda - such as akooda+[INBOX_NAME]@[YOUR_EMAIL_DOMAIN]).
Option 5: Outlook Configuration
Outlook users can set automated CC or BCC using the built-in Rules feature.
On the Home tab, click “Rules > Manage Rules and Alerts”
Click “New Rule”
Under “Start from a blank rule”, click “Apply rule on messages I send” and then "Next"
If you want to apply this rule to all your sent emails, click “Next” again and “Yes” in the pop-up window
Enable the “Cc the message to people or public groups” option and click the link
Enter the destination address (you can also add the suffix if you wish to split it to different inboxes on Akooda - such as
akooda+[INBOX_NAME]@[YOUR_EMAIL_DOMAIN])Optional add exceptions to the emails you don't want to apply this rule
Enter a name for your rule and check the “Turn on rule” option
Option 5: Additional Alternatives
A third-party solution for Outlook such as AbleBits.
Using another client, like Superhuman or Front? Contact their customer support or check their help documentation for more information.
Next Up
Once you are set up, any emails sent to the dedicated inbox will be processed as soon as they arrive. To test it, send one, wait for just a bit and then navigate to the search page and filter only Gmail interactions.
If you run into any problems, we’re here to help. Reach out to [email protected] to get assistance for your organization.
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