Email Management | FieldCamp

FieldCamp's email management hub pulls in every client email from your connected Gmail, Microsoft 365 / Outlook account, or custom SMTP relay so you can read, reply, forward, and organize messages without leaving the platform. Every email is automatically linked to the matching client record, giving your whole team full context on every conversation — with AI smart-reply drafts ready in a single click.

Connecting Your Email

Before emails appear in FieldCamp, you need to connect at least one outbound transport. FieldCamp supports three connection modes — pick the one that matches your IT setup. Browse every supported connection in Apps & Integrations.

Once connected, FieldCamp syncs emails in real time. New incoming and outgoing messages appear automatically.

See Connect Gmail & Outlook for the full step-by-step setup guide, including screenshots for both providers.

Microsoft 365 / Outlook OAuth Permissions

When you connect a Microsoft 365 mailbox, FieldCamp requests the following Microsoft Graph scopes:

• Mail.Read — read messages from your inbox and subfolders
• Mail.Send — send messages on your behalf
• Mail.ReadWrite — flag, move, and update message state (read/unread)
• offline_access — keep the connection alive without re-prompting you daily
• User.Read — confirm your account identity

Custom SMTP as an Alternative Outbound Transport

If your organization can't use OAuth (for example, you're on a legacy Exchange server or a private email host), choose Custom SMTP to send mail directly through your own server. You'll provide:

Viewing Your Emails

1. Click Inbox in the left sidebar — see the Inbox Overview for the full unified triage view
2. Click the Emails tab

The inbox displays all email threads in chronological order. Each thread shows:

Emails from all linked accounts are consolidated into one view.

Reading and Replying

AI Smart-Reply Generation

Every open thread in v2 has a Generate reply button in the composer. Click it to have FieldCamp's AI draft a context-aware response in seconds.

Composing a New Email

1. In the Emails tab, click the Compose button
2. The compose window opens
3. Enter the recipient, subject, and message body
4. Add CC or BCC recipients if needed
5. Attach files if needed
6. Click Send

When you compose from a client's detail page, FieldCamp pre-fills the recipient and automatically links the email to that client.

Searching and Filtering

Use the search bar at the top of the Emails tab to find emails by:

• Keywords in the subject or body
• Client name
• Email address
• Date range
• Attachment type (e.g. has:pdf)

Results update as you type, making it fast to locate specific conversations. For platform-wide lookups across clients, jobs, and invoices, see Universal Search.

Managing Emails

Mark as Read or Unread

Hover over an email and click the read/unread icon to toggle its status. Unread emails stay bolded for visibility.

Select Multiple Emails

Use the checkbox next to each email to select multiple messages for bulk actions like mark-as-read, archive, or delete.

Delete Emails

Click the trash icon next to an email. A confirmation dialog appears before the email is permanently removed. Deleted emails also move to Trash in the connected Gmail or Outlook mailbox.

More Options

Click the three-dot menu next to any email for additional actions like archiving, snoozing, or converting the email to a service request.

Attachments

When an email contains attachments, you can:

• Preview PDFs, images, and documents directly in FieldCamp
• Download files to your device
• Save to client — attach the file to the client's document library
• Forward the email with attachments included

How Emails Link to Clients

FieldCamp matches incoming emails to client records using the sender's email address. If the address matches a client on file, the email is automatically linked. If the sender is unknown, you can link the email to an existing client or create a new client record directly from the email row.

All linked emails appear on the client's detail page under the Emails tab, giving every team member full visibility into past conversations. See Communication Records for how this ties into call and SMS history.

Pagination

If you have a large volume of emails, the list is paginated. Use the controls at the bottom of the list to navigate between pages, or filter by date range to narrow the view.

Permissions

The Emails tab is visible to users whose role includes the Inbox: Email permission. If you do not see the tab, ask your administrator to update your role — see Roles and Permissions.

Best Practices

• Reply to emails from within FieldCamp so the conversation stays linked to the client record
• Use AI smart-reply for routine acknowledgments — it drafts context-aware responses in seconds
• Search by client name rather than scrolling through the full inbox
• Check your unread count at the start of each day
• If you're on Custom SMTP, also configure an inbound channel so replies don't get stranded outside FieldCamp
• Pair Email with Two-Way Text Messaging and Calls for a complete client-comms hub

Troubleshooting

"Connection failed" or "Token expired" on Gmail/Outlook

Re-run the OAuth flow from Settings > Integrations by clicking Reconnect. Tokens can expire if you changed your account password or if your IT admin revoked third-party app access. For broader login and sync issues, see Troubleshooting Common Issues.

Microsoft 365 connection shows AADSTS65001 or AADSTS900971

Your tenant blocks third-party app consent. Forward the error to your IT admin and request either user-level consent through the My Apps portal or tenant-wide admin consent for FieldCamp in Microsoft Entra ID.

Replies start a new thread in the recipient's inbox

This usually means the original message was forwarded into FieldCamp from outside (so the thread headers were lost). Reply to the original email inside FieldCamp's Emails tab rather than from a forwarded copy, and FieldCamp will preserve In-Reply-To and References headers correctly.

Custom SMTP works for sending but no replies appear

SMTP is outbound-only. Pair it with an inbound channel — either connect the same mailbox over Gmail/Outlook OAuth, or set up IMAP fetch. Without an inbound transport, replies will go to your normal mail client.

AI smart-reply button is greyed out

Smart-reply needs an unread or recent inbound message in the thread. If the thread is older than 90 days or has no inbound message to respond to, use the standalone AI Email Composer instead.

Attachments fail to upload

Attachments over 25 MB exceed most email provider limits. Compress the file or share it as a link from your client's document library instead.

FAQs

Can I connect multiple mailboxes? Yes — connect any combination of Gmail, Outlook, and Custom SMTP. The Emails tab consolidates all inboxes into a single view, and you can pick the sending mailbox per message.

Does FieldCamp store the entire email body? Yes, plain-text and HTML bodies are stored so you can search them later. Attachments are stored in your workspace's encrypted file storage.

What happens if I disconnect Gmail or Outlook? Historical emails stay in FieldCamp and remain linked to clients, but no new mail will sync until you reconnect. Outbound sending from FieldCamp will also stop.

Can the AI auto-send replies without me reviewing? No. Every AI draft requires a human click to send. This is intentional — emails to clients carry your brand and tone, so we keep you in the loop.

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Related Articles

• Connect Gmail and Outlook to FieldCamp
• Custom SMTP Setup
• AI Email Composer
• Inbox Overview
• Communication Records for Clients
• Two-Way Text Messaging
• Calls — Setup & Usage
• Apps & Integrations
• Roles and Permissions in FieldCamp
• Command Centre AI Chat