Email to Record

Email to Record turns your workspace into an email destination. Send or forward any email to a workspace or list address and it becomes a record — the subject becomes the title, the body becomes the description, and attachments come along. Every record also has its own address: forward or CC an email there and it lands on the record as a comment.

This is built for the messages that already drive your work — a client request, a supplier quote, a bug report — so they end up tracked in Blue instead of buried in an inbox.

Email to Record is available to every organization on every plan; a Workspace Administrator switches it on per workspace. Custom address names remain a Pro feature (see below).

Turning It On

Email to Record is a per-workspace setting, managed by Workspace Administrators:

1. Open Workspace Settings → Email.
2. Switch on Enable inbound email.
3. Choose the list where new records land under Create new records in. By default this is the first list in your workspace.

Turning the toggle off is the kill switch: every address in the workspace immediately stops accepting mail.

Email Addresses

There are three kinds of addresses, one for each place an email can land:

• Workspace address — creates a record in your chosen intake list. Reveal it from Workspace Settings → Email → Show workspace email address.
• List address — creates a record directly in that list. Open the list menu and choose Email address.
• Record address — adds the email to that record as a comment. Open the record’s toolbar menu and choose Email address.

Each dialog shows two variants:

• Your personal address always posts as you, no matter which email account you send from. It’s your identity — treat it like a password and don’t share it.
• The shared address can be given to anyone, including people outside Blue. Records and comments show who emailed them in.

Custom address names (Pro)

On Pro plans you can replace a shared workspace or list address’s random token with a memorable name — for example support@yourorg.in.blue.app instead of a string of characters. Names are scoped to your organization through its subdomain, so the same name (support, billing, hello) is available to every organization independently and never collides with another customer’s.

Names are lowercase, 3–30 characters, and may contain dots, dashes, and underscores between letters and numbers. Input is lowercased automatically as you type. A small set of names is reserved for technical and security reasons; if a name is unavailable you’ll be told when you set it.

Record ID address

The record dialog also shows a Record ID address — the record’s ID followed by @in.blue.app (the same ID you see in the record’s URL and behind Copy record ID). Unlike the random shared address, it never changes, so you don’t have to reveal or store anything first.

That makes it ideal for automations: a Zapier, Make, or n8n step that has just created or looked up a record already knows its ID, so it can email a document, a reply, or an update straight onto the record — for example, set the “To” of a send-email step to {{record_id}}@in.blue.app. It behaves like the shared address: anyone who has it can comment on the record, comments show who emailed them in, and turning off Enable inbound email stops it.

What Ends Up on the Record

When an email creates a record:

• The subject becomes the record title (reply prefixes like “Re:” and “Fwd:” are stripped).
• The email body becomes the record description, keeping its formatting.
• Attachments are added to the record’s files. Common types are supported — images, video, audio, PDFs, text, Office documents, and zip archives.

When an email is added to a record as a comment, quoted text from earlier messages in the thread is stripped so the comment contains just the new message, and any attachments are added to the record’s files.

This trim follows the standard email signature convention (RFC 3676): a line on its own that contains only a separator — --, ---, ----, __, ==, or ++ — marks the start of a signature, so that line and everything below it is treated as the sign-off and left out of the comment. The same applies to common closings on their own line, such as Best regards,, Cheers,, or Sent from my iPhone. It keeps comments tidy, but it also means a divider line in the middle of a message cuts off everything after it.

Subject Shortcuts

When creating a record by email, you can set things up straight from the subject line:

• #tag — apply an existing workspace tag
• @name — assign an existing workspace member
• Due: tomorrow — set a due date (natural language works: Due: friday, Due: 21 June)
• List: Doing — route the record to a named list (workspace address only)

Shortcuts only match tags and members that already exist in the workspace — nothing is created from a subject line. Anything that doesn’t match simply stays in the title.

Who the Record Is Attributed To

• Mail to your personal address is always attributed to you.
• Mail to a shared address is attributed to a workspace member only when the sending email is verified as theirs. This prevents someone impersonating a teammate by faking the “From” line.
• Everything else — external senders, or unverified mail — is created without member attribution, and the record or comment displays the sender’s name and email address instead.

Permissions

Email follows the same rules as the app: a role that can’t create records or comment in Blue can’t do it by email either.

Custom roles get an Email to record section with two switches:

• Use email-to-record — the master switch for this role.
• Allow shared workspace / list / record addresses — when off, the role only sees their own personal addresses, so everything they email in is attributed to them.

There’s also a visibility option, Forwarded emails in comments — switch it off to hide email-sourced comments from a role entirely, including the sender’s details.

What’s Filtered Automatically

To keep your workspace clean, some mail never becomes a record:

• Auto-replies and out-of-office messages
• Mailing list and bulk mail
• Blue’s own notification emails (so forwarding rules can’t create loops)
• Messages over 25 MB
• Duplicate deliveries of the same email