Quicktion

Forward Emails from Gmail

Gmail lets you create filters that automatically forward emails matching certain criteria. This guide walks you through the full setup: adding your Quicktion address as a forwarding destination, confirming it, and creating a filter.

Step 1: Add Your Quicktion Address as a Forwarding Destination

Before Gmail can forward emails anywhere, you need to register the target address.

  1. Open Gmail and click the gear icon in the top right, then click See all settings.
  2. Go to the Forwarding and POP/IMAP tab.
  3. Click Add a forwarding address.
  4. Enter your Quicktion forwarding address (e.g., xyz@in.quicktion.io).
  5. Click Next, then Proceed in the confirmation dialog.

Gmail will send a confirmation email to your Quicktion address to verify you own it.

Step 2: Confirm the Forwarding Address

Gmail sends a confirmation email containing a verification code to the forwarding address. Since that address points to your Notion database, the confirmation email will be saved there.

To find the code:

  1. Open your Notion database that receives emails from Quicktion.
  2. Look for a new page with a subject like "Gmail Forwarding Confirmation".
  3. Open the page and find the confirmation code in the email body.
  4. Go back to Gmail's Forwarding and POP/IMAP settings and enter the code.

Alternatively, check your email log in the Quicktion dashboard. The confirmation email will appear there, and you can view its contents to find the code.

Once confirmed, your Quicktion address will appear as an available forwarding destination in Gmail.

Important: Do not enable "Forward a copy of incoming mail" at the top of the Forwarding settings. That would forward every single email. You only want to forward specific emails using a filter.

Step 3: Create a Gmail Filter

Now you can create a filter that auto-forwards matching emails to your Quicktion address.

  1. In Gmail Settings, go to the Filters and Blocked Addresses tab.
  2. Click Create a new filter.
  3. Set your filter criteria. You can filter by:
    • From -- a specific sender's email address
    • To -- emails sent to a specific address (useful if you have multiple aliases)
    • Subject -- emails with specific words in the subject line
    • Has the words -- emails containing specific words anywhere in the message
    • Doesn't have -- exclude emails containing certain words
  4. Click Create filter.
  5. Check Forward it to and select your Quicktion address from the dropdown.
  6. Optionally, check Also apply filter to matching conversations to forward existing emails that already match the criteria.
  7. Click Create filter to save.

From this point on, any new email matching your filter will be automatically forwarded to your Quicktion address and saved in Notion.

Filter Examples

Here are some common setups to get you started:

  • All emails from a client: Set From to their email address (e.g., client@company.com).
  • Invoices and receipts: Set Has the words to invoice OR receipt.
  • Emails to a shared alias: Set To to the alias address (e.g., support@yourcompany.com).
  • Newsletter from a specific sender: Set From to the sender and Has the words to newsletter or unsubscribe.

Tips

  • Combine multiple criteria. Gmail applies all criteria with AND logic, so an email must match every field you fill in. Leave fields blank if you don't need them.
  • Use OR in the "Has the words" field. Gmail supports OR (must be uppercase) to match any of several terms. For example, invoice OR receipt OR payment.
  • Create multiple filters. If you need different types of emails going to the same Notion database, create a separate filter for each. This keeps your rules simple and easy to manage.
  • Edit or delete filters anytime. Go to Settings > Filters and Blocked Addresses to modify or remove existing filters.
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