Support

Best practices for cloudHQ Label and Email Sharing

/cloudHQ Apps / Gmail Label Sharing / Best practices for cloudHQ Label and Email Sharing

Here are some best practices on how to use cloudHQ Label and Email Sharing.

Table of Contents

  • Introduction
  • Setup of ACTIVE PROJECTS and ARCHIVED PROJECTS labels
  • Setup of ASSIGNED label and sublables (optional)

Introduction

If you are working on projects, we suggest to organize your emails into two email labels:

  1. ACTIVE PROJECTS
  2. ARCHIVED PROJECTS

In real estate, you might have labels like this:

  1. ACTIVE PROPERTIES
  2. CLOSED PROPERTIES

Or in legal, you might have labels like this:

  1. ACTIVE CASES
  2. ARCHIVED CASES

Optionally, you can have ASSIGNED label like this:

 |-- ASSIGNED
 |    |
 |    |-- bob@
 |    |-- naomi@
 |    |-- jesica@
 |    |-- 
 |    |-- unassigned

Setup of ACTIVE PROJECTS and ARCHIVED PROJECTS labels

As the first setup, admin (or owner of shares) should create ACTIVE PROJECTS and ARCHIVED PROJECTS in their Gmail account.
Then you should create sub-labels under ACTIVE PROJECTS and ARCHIVED PROJECTS. So your label structure will look like this:

 |-- ACTIVE PROJECTS
 |    |
 |    |-- Project 2108959
 |    |-- Project 2108310
 |    |-- Project 2338310
 |    |-- 
 | 
 |-- ARCHIVED PROJECTS
 |    |
 |    |-- Project 2123434
 |    |-- Project 2108410
 |    |-- Project 2333320
 |    |-- ...

Now, you need just share labels ACTIVE PROJECTS and ARCHIVED PROJECTS with your team and viola: everyone has access to the same information and of all the conversations taking place on the email threads.

Once the project is finished the sub-label belonging to the case can be shifted under label ARCHIVED PROJECTS and then you have a history you can refer back to you, but at the same time does not clutter up your inbox and can be shared with anyone else in future in case it needs to be referred back to.

And when you get a new case just create a sub-label under ACTIVE PROJECTS and all members of your team will see that new sub-label.

Setup of ASSIGNED label and sublabels (optional)

The ASSIGNED label is optional.
The ASSIGNED label provides a clear way to manage task delegation within your team. This label signifies which team member is currently overseeing a specific case. Under the “ASSIGNED” label, there will be sub-labels that list each team member, creating a structured system as illustrated below:

 |-- ASSIGNED
 |    |
 |    |-- bob@
 |    |-- naomi@
 |    |-- jesica@
 |    |-- 
 |    |-- unassigned


For instance, when Bob begins to address a specific email, it will be labeled as ‘ASSIGNED/bob@’. This is complementary to the PROJECT label it may already have, such as ACTIVE PROJECTS/Project 2108959. Thus, a particular email might have dual labels as:

ASSIGNED/bob@
ACTIVE PROJECTS/Project 2108959

The above means:

  1. the email is related to project Project 2108959
  2. the email is assigned to Bob

To reassign an email from ‘bob@’ to ‘naomi@’, simply remove the ‘ASSIGNED/bob@’ label and apply the ‘ASSIGNED/naomi@’ label instead.

For configuring sharing within your team, please follow the instructions provided here.

Related Articles

  • How to share a Gmail label

  • What is cloudHQ Gmail Label and Email Sharing?

  • Gmail Label Sharing: FAQ (Frequently Asked Questions)

  • IT Admin: How to set up a shared Gmail label for your Google Workspace (G Suite) domain

  • IT Admin: How to create share between users in your Google Workspace domain

  • IT Admin: How to cancel shares created by a user that doesn’t exist anymore in your Google Workspace domain

Categories

  • Core Concepts
  • Security and Privacy
  • cloudHQ Apps
    • Auto BCC for Gmail
    • ChatGPT for Gmail
    • ChatGPT for Google
    • ChatGPT Sidebar
    • Chrome Extension Manager
    • Display Email Time
    • Email List Builder
    • Email Reply Status
    • Email Sender Icons
    • Email Signature Generator
    • Email Tracker
    • Email Tracking Blocker
    • Email Zoom Text Reader
    • Embed YouTube Videos in Gmail
    • Export Emails to Google Docs
    • Export Emails to Google Sheets
    • Format Email Subject
    • Get My Receipts
    • Gmail Auto Follow Up
    • Gmail Auto Label
    • Gmail Button
    • Gmail Copilot
    • Gmail eCards
    • Gmail Email Templates
    • Gmail Email Templates – HubSpot
    • Gmail Email Templates – MailChimp
    • Gmail Email Links
    • Gmail Inbox Zero
    • Gmail Label Sharing
    • Gmail Mailto
    • Gmail Notes
    • Gmail Message Preview
    • Gmail Online Polls and Surveys
    • Gmail Phone
    • Gmail Reverse Conversation
    • Gmail Screenshot
    • Gmail Sidebar Resizer
    • Gmail Snippets
    • Gmail SMS Alerts
    • Gmail Tables
    • Gmail Tabs
    • Gmail URL Link Preview
    • Google Docs Templates
    • Google Forms Templates
    • Google Sheets Templates
    • Google Slides Theme Templates
    • Gmail Web Clipper
    • Highlight Emails
    • HTML Editor for Gmail
    • MailKing
    • Meeting Scheduler
    • Mother’s Day eCards
    • Multi Email Forward
    • Outlook Email Templates
    • Pause Gmail Inbox
    • Rename Email
    • Save and Backup My Emails
    • Save Emails to Box
    • Save Emails to Dropbox
    • Save Emails to Egnyte
    • Save Emails to Google Drive
    • Save Emails to OneDrive
    • Save Emails to PDF
    • Schedule Email
    • Screencast Recording
    • Send Email to SMS
    • Snooze Email
    • Sort Gmail Inbox
    • Tiny Sketchbook
    • Video Email
    • All cloudHQ Apps
  • Integrate & Sync
    • SharePoint and Amazon S3 Sync
    • Egnyte and Google Drive Sync
    • Box and Google Drive Sync
    • Dropbox and Google Drive Sync
    • Salesforce and OneNote Sync
  • Backup
    • Backup Egnyte
    • Backup Box
    • Backup Office 365
    • Backup Google Workspace (G Suite
    • Backup Dropbox
    • Backup Gmail
    • Backup Salesforce
  • Migration
    • Office 365 to Google Workspace Migration
    • Google Workspace to Google Workspace migration
    • Dropbox to Box Migration
    • Dropbox to Office 365 Migration
    • Dropbox to Google Drive Migration
    • Box to Office 365 Migration
    • Box to Google Drive Migration
    • Gmail to Gmail Migration
  • IT Admin
  • Account
    • Subscription
  • Misc Instructions
  • Troubleshooting
  • FAQ
  • General
  • App Tutorials

Contact Us

Email: support@cloudHQ.net

Need additional help?

Email:
support@cloudHQ.net