Skip to main content
The Email page lets you configure how Penbox sends and receives emails on behalf of your workspace. There are two distinct approaches: send-only addresses from your own domain, and fully connected mailboxes (Gmail or Outlook). Access it from Settings → Email.

​
Email addresses from your domain

You can create custom email addresses on your authenticated domain (e.g. support@yourdomain.com) to use as senders in notifications and forms.
  • Emails sent from these addresses are send-only — they will not appear in any mailbox “Sent” folder.
  • You need a verified Email Sending domain configured first. If none is set up yet, this section will prompt you to go to Settings → Domains.
  • You can set a display name for each address to control how it appears to recipients.

​
Connected mailboxes

You can connect a Gmail or Outlook mailbox at the workspace level. This enables both sending and receiving, and unlocks Inbox Automations. Click Add new mailbox connection and choose Gmail or Outlook. You will be redirected to authenticate with your account and grant Penbox access.
A mailbox cannot be connected at the workspace level if it is already connected to a member’s personal profile. Each mailbox can only be linked to one place at a time.

​
Inbox automations

Once a mailbox is connected, you can enable the following automations from the Inbox Automations tab:
FeatureDescription
Mailbox DraftsPenbox adds a ready-to-send draft directly to the conversation in Gmail or Outlook when relevant.
Conversation NotificationsWhen a case is created, Penbox adds a message with key case details to the related email conversation.
You can also configure email labels to categorize incoming emails and trigger Penbox actions.

​
Email labels

Each label has a name, a color, and two independent toggles:
ToggleWhat it does
Auto LabelWhen enabled, Penbox Intelligence automatically reads incoming emails and applies this label to the ones that match. Each label has an Instructions field where you describe what kinds of emails should receive it — Penbox uses this to decide.
In PenboxWhen enabled, every email that receives this label automatically creates a new Penbox case using the associated case template.
These two toggles are independent — you can auto-label without creating cases, create cases without auto-labeling, or use both together. You can test your labels immediately by clicking Apply to the last 50 emails, which runs Penbox Intelligence on your recent inbox to show how the labels would be applied.