Field Guide

Email intake

Field receives client mail through a forwarding address. You keep using whatever mailbox you already have — Gmail, Outlook, Fastmail, anything — and set up a filter that forwards matching messages to your Field intake address. Each forwarded message lands as a request, attributed to the matching client when we can, ready for your queue.

How it works

  1. Client emails you at your normal address (e.g. support@your-practice.com).
  2. Your mail provider's filter forwards a copy to your Field intake address.
  3. Field receives the forwarded mail, attributes the sender to a client (if we know them), and creates a request.
  4. If you have an AI key configured, Field also drafts a structured summary.

Your intake address

Find your address on the Integrations page. It looks like your-practice@in.field.is. Copy it, then set up forwarding in your mail provider using the instructions below.

Setup by provider

Gmail
  1. Settings → See all settings → Forwarding and POP/IMAP.
  2. Click Add a forwarding address. Paste your Field intake address. Gmail will send a verification code to it — that arrives in Field as a request titled “Gmail Forwarding Confirmation”; open it to grab the code and confirm in Gmail.
  3. Now go to Filters and Blocked Addresses → Create a new filter.
  4. Choose what to forward. The simplest filter: to:support@your-practice.com if you have a dedicated support address, or set criteria for client mail you want surfaced in Field.
  5. Click Create filter, then check Forward it to: and select your Field intake address.
Outlook / Microsoft 365
  1. Outlook on the web → Settings → Rules → Add new rule.
  2. Set a condition that matches mail you want forwarded (e.g. “From: any address ending with your client domains”).
  3. Add action Forward to and enter your Field intake address.
  4. Save. Microsoft may require you to confirm the forwarding address depending on tenant policy.
Fastmail
  1. Settings → Rules → Create new rule.
  2. Set the matching criteria.
  3. Action: Redirect to and enter your Field intake address. (Redirect preserves the original sender better than Forward for downstream attribution.)
Other providers

Any mail provider with rule-based forwarding works. Set up a server-side forwarding rule (not a client-side auto-forward — those break when the client isn't running). The rule should target your Field intake address. If your provider supports “redirect” (preserves original sender) vs “forward” (rewrites to your address), prefer redirect for cleaner attribution.

What we store

For each forwarded message, Field keeps the sender address, subject, message ID (for deduplication), and the plain-text body. Attachments are not currently captured. Field does not authenticate against your mail provider, does not hold OAuth tokens, and cannot read mail you haven't explicitly forwarded.

Troubleshooting

  • Mail isn't arriving. Check your provider's filter is enabled and points at the exact intake address. Send yourself a test email to verify the filter triggers.
  • Wrong sender attribution. Some providers rewrite the From: header on forward. Prefer “redirect” over “forward” where available. You can also add a manual sender-to-client mapping on the client's detail page.
  • Duplicate requests. Field dedupes by message ID. Forwarding the same message twice from the same provider should not create duplicates. If you forward from two different mailboxes, each gets its own ID and creates separate requests.
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