Companies often use Google Groups to create incoming email inboxes. A firstname.lastname@example.org email address is the external identity of a group called “Sales Inquiries” composed of salespersons who will be responding to incoming emails. Emails sent to this group usually get sent to every salesperson, and managing any volume of email is challenging. Instead of using your Gmail inbox to respond to incoming emails sent to a group, you can send these emails to Asana or Slack, and assign, manage and respond to the emails there.
Dossier intelligently recognizes shared mailboxes that are connected to Google Groups. All you need to do to sync group mailbox emails is connect the Gmail account of any member of the group to Dossier. Once connected, you can sync incoming emails to a Dossier Feed, an Asana project or a Slack channel - and manage your mailbox from a modern, yet familiar interface. You and your team can reply to customers, discuss requests internally, assign requests to an owner, set timelines and close requests once they are complete.
All requests sent to your group mailbox are seen in Asana as tasks
Requests sent to the group mailbox can be managed directly from a Slack channel
Creating your Google Groups mailbox
Create a Google Group email address for your shared mailbox following the steps in the Google Groups and Outlook Shared Mailboxes section. Since this email is not a fully licensed Gmail user, emails sent to this account will be seen in your own email inbox.
Create an Asana project for your mailbox emails
- Login to your Asana account or create one at https://www.asana.com.
- In the left side-bar, Click the “+” button next to your Asana team.
- Choose Add Project.
- Create a Public Project where emails sent to your mailbox will appear (ex. Sales Inquiries).
Creating your Dossier account and syncing your mailbox
- Go to the Dossier website (https://www.dossier.work), to get started.
- Enter your email address in the email field and click the Get Started button.
- On the “Let’s Create your Dossier account” page, Connect your Gmail account (this email inbox must be a member of the Google Group and receive emails sent to the group email address)
- When you reach the “Select an Option” screen, pick Organize my Inbox.
- We need to create a Personal type account, so on the “Create account of this type” selection ensure that “Personal” is checked and click Next.
- On the Apps page, do not connect any apps yet.
- Follow the on-screen instructions to complete your signup
- Dossier will now sync your inbox for emails from the last 30 days, including any emails to the Google Groups email.
Syncing your Google Groups emails to Asana
- In the Dossier portal, click your Profile picture (top right) > My Account > Apps
- Connect your Asana account and click Save
- Open the Feed settings for the Google Groups mailbox by clicking the pencil icon next to the feed for the mailbox (it will be named with the email address of the group).
- Change the Workspace type from Team to Customer.
- Turn Asana sync on for the Group Mailbox and choose the “Sales Inquiries” Asana project you had created earlier.
- Subsequent emails sent to your Google Groups address will sync as tasks to the Asana project you selected above (in this case the “Sales Inquiries” project)
Syncing your Google Groups emails to Slack
- In the Dossier Portal, open the Apps section (left sidebar)
- Connect your Slack account using the blue Connect button
- Now, Click the Setting button to open Slack settings
- From the list of Feeds displayed, find your Google Groups mailbox (it will be named as the email address of the Google Group)
- Pick Create a New Channel in the adjacent field
- Click Save
- Subsequent emails sent to your Google Groups address will sync to the new Slack channel (named with the email address of the Google Group)
You can now manage and respond to requests sent to your Google Groups shared mailbox in modern apps like Dossier, Slack and Asana. Inflated inboxes, missed requests, and the inability to track and assign emails are all in the past! Welcome to the 21st century way to manage your Google Groups mailbox–in Dossier, Asana or Slack.
Read Next: Signing up for Dossier, Slack, and Asana»