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Gmail sync lets you pull email-based RFIs directly into RFI Manager without copying and pasting. You provide a subject line filter — for example, TUULI RFI — and RFI Manager searches your Gmail inbox for matching messages and creates a project record for each one it finds. This keeps your RFI list current without manual data entry, and each sync is scoped to a specific project so records stay organized.

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Before you start

  • You must have a project selected before syncing. The Sync Gmail button appears in the top-right corner of the RFIs page only when you are viewing a project — it is not available from the Workspace Hub.
  • Gmail access is granted once during account setup. If you have not connected Gmail yet, you will be prompted to authorize access the first time you attempt to sync.
The Workspace Hub shows all RFIs across every project in read-only mode. To create or sync RFIs, navigate into a specific project first.

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How to sync emails

1

Open your project's RFI list

Select your project from the top bar. In the left sidebar, click RFIs. Confirm the project name appears in the page context before continuing.
2

Open the sync dialog

Click Sync Gmail in the top-right corner of the RFIs page. A dialog titled Gmail RFI Sync will open.
3

Enter a subject filter

In the Subject field, type the text you want to match against email subject lines. For example, enter TUULI RFI to find all emails whose subjects contain that phrase. This field is required.
4

Set an optional start date

In the Start Date field, choose the earliest date from which emails should be searched. Leave this blank to search from your last sync time automatically.
5

Run the sync

Click Sync Emails. The dialog closes and a syncing indicator appears on the RFIs page while RFI Manager searches Gmail. When the search finishes, a notification tells you how many emails were found and how many new RFI records were created.

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Subject filter

The Subject field searches for an exact substring match inside email subject lines. The search is case-insensitive, so RFI, rfi, and Rfi all match the same messages.
Use a project-specific prefix — such as a job number or building name — to keep synced RFIs distinct from general RFI emails. For example, LAKEVIEW-23 RFI returns only messages for that job.

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Start date

If you leave Start Date blank, RFI Manager uses the timestamp of your last successful sync as the starting point. This means repeated syncs stay incremental and do not re-import emails already in the system. Set a specific start date when you want to import older emails or re-sync a particular time window.
Setting an explicit start date does not cause duplicates. RFI Manager checks for existing records with the same email ID within the project before creating a new one.

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What happens after a sync

Each email that matches your filter and has not been imported before becomes a new RFI record in the current project. The record captures the email subject, body content, and the date the email was received. RFIs are sorted in the list newest-first by received date. The toast notification at the end of the sync confirms the results:
  • Found N emails — how many messages matched the subject filter.
  • Created N new RFIs — how many records were added (emails already in the project are skipped).

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Limitations

Gmail sync is only available when a project is selected. You cannot sync from the Workspace Hub view.
  • Only one project can be synced at a time. To import emails into multiple projects, run a separate sync for each one.
  • The same email can be imported into different projects — each project maintains its own copy and duplicate detection operates per project.