Inbox

The Inbox collects emails that are not yet assigned to an offer. You find it in the left navigation right below Pipeline.

Page subtitle: “Incoming emails that could not be matched to an offer.”

Don’t mix it up: the navigation entry Import (page heading Offer import) is for uploaded offer PDFs that you review and turn into offers. It is described under Offer import. The inbox only holds emails.

How an email gets into the inbox

Flino does not put emails into the inbox on its own. You hand them over from your mailbox on purpose, for example when a customer reply came in via a distribution list, has a different subject, or belongs to a conversation Flino did not match to an offer:

• Gmail: create a label called “Flino” once and apply it to the emails you want. Per email or via a Gmail filter; Flino reacts the same way in both cases. The older label “Flino/Zuordnen” is still picked up.
• Outlook: assign the category “Flino” to the email. You create the category yourself the first time you assign it.

Flino fetches marked emails automatically every 30 minutes, from all connected mailboxes of your organisation. With Sync now you trigger the sync immediately. Emails from the last 30 days are considered; in the list, a chip shows the origin (Label for Gmail, Category for Outlook). The notification bell also tells you about every newly imported email; the notification title is currently always German (“Neue E-Mail ohne Zuordnung”). You then assign the emails to an existing offer; no offers or contacts are created automatically.

What Flino filters out: sent messages and drafts, automatic out-of-office replies, and emails from your own address are not picked up during sync.

If no mailbox is connected anymore, the sync shows the hint “No mailbox connected. Please link Gmail or Outlook 365 in settings first.”; see Connect Gmail and Google or Connect Microsoft 365.

What you can do with an email in the inbox

Each row shows the sender, the subject with a text excerpt, and when the email was received.

• Assign: opens the Assign to offer dialog. Search by offer title and pick the offer; without a search term the dialog lists the 20 most recently edited offers. Toast “Email was assigned to the offer”. The email then shows up on the offer as Reply received. A running follow-up sequence is not paused automatically.
• Archive (archive icon next to Assign): toast “Email archived” removes it from the inbox. There is no view for archived emails.
• Sync now: fetches newly marked emails (see above).

Empty state

Right after a successful sync without new emails: “Inbox is up to date”. When nothing is pending in general: “No open emails — All incoming emails have been assigned.”

What you see in the header

In the top bar there are also Notifications, a short list of recent events (for example new replies, emails without assignment, send failures). Clicking an entry takes you to the matching page. Use Mark all read to clear the dot.

Notifications are not a second inbox, just a quick view of what is happening right now. Replies live on the respective offer’s detail page.

Common error cases

Problem	Fix
Marked email does not show up	Click Sync now. If it still does not appear, check whether it is older than 30 days, an automatic reply, or sent from your own address
Customer reply is missing on the offer	Mark the email with the “Flino” label in Gmail or the “Flino” category in Outlook, sync, and Assign it in the inbox
Uploaded PDF is not in the inbox	PDFs land under Import, see Offer import