Email on the deal card
How email threads attach to deals and contacts, how to send email straight from the deal card, and who can see which mailbox.
Every email in Ikigai lives in two places at once: as a thread in the Mail section, and as entries on the timeline of the matching deal and contact. This article explains how that linkage works and how visibility is controlled.
How threads attach to deals and contacts
When a message arrives (or is sent), Ikigai matches its addresses against your contacts:
- If the counterpart's email matches exactly one contact, the thread is linked to that contact. When several contacts share the address, nothing is linked automatically.
- If that contact has exactly one open deal, the thread is linked to the deal as well, and both inbound and outbound messages appear in the deal's Communications timeline. With several open deals, the thread stays linked to the contact only.
- If nothing matches, the thread shows up under the Without deal filter with an Unmatched thread note in the context panel.
For unmatched threads, click Attach and use the Attach to contact or deal dialog — search by name, email, or deal title. From then on the whole thread lives on that record's timeline.
Sending from the deal card
You do not need to leave the deal to write email. The deal's Communications block has a Compose email action; the composer shows Sending from {mailbox} so you always know which connected mailbox the message leaves from. Sent messages land on the same timeline next to chat messages, notes, and calls — one chronological history per deal.
If no mailbox is available, the composer explains it: "Connect a channel account or mailbox to message this lead."
Who can see which mailbox
Mailbox visibility follows the mailbox type and your role:
| Mailbox | Visibility |
|---|---|
| Personal | The mail of the person who connected it; teammates see it according to their role scope. |
| Shared | A corporate box (info@, support@) — inbound threads are routed by deal owner. |
| All team mailboxes (admin) | The All team mailboxes section on the mailbox settings page lists every connected account — admins set each mailbox's visibility mode (By role, Visible to everyone, Private, Selected only) and per-person access grants. |
In the Mail section, team tabs (Mine, a teammate's inbox, Shared) appear when your role allows viewing colleagues' mail.
Tip: mark service addresses as shared when connecting them — the checkbox in the admin flow says it directly: "Shared mailbox (inbound routed by deal owner, e.g. info@ / support@)."
Related reading: Working the inbox and Connect a mailbox in the Inbox & email category.
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