Email Integration Setup

Quick Summary

• Go to Settings → Email tab to find your unique Searcher OS inbox address.
• You have three ways to connect, choose the one that fits your setup.
• Searcher OS never reads your emails: it only creates forwarding filters inside Gmail.
• Once connected, emails from brokers automatically appear in your Email Inbox, matched to the right deal.

The Three Ways to Connect

Option 1: Manual Forwarding (No setup required)

Copy your unique inbox address from Settings → Email and drop it in your Rolodex. Whenever a broker sends you something you want to track, just forward that email to your address. It routes exactly the same way as any automated method.

Best for: Searchers who want to start immediately with zero configuration.

Option 2: Dedicated Search Email (Recommended)

If you have a dedicated Gmail or Outlook account just for your search, set up auto-forwarding from that account to your Searcher OS inbox address. Instructions for this are inside the Email tab.

Best for: Searchers who already use a separate email for deal flow.

Option 3: Personal Gmail with Smart Filters

If all your broker emails flow through your personal Gmail, use the in-app Gmail connect flow. Searcher OS sets up forwarding filters inside your Gmail account, it does not access or read your emails. Only emails that match a broker or deal title get forwarded.

Step-by-Step: Connecting Gmail (Option 3)

1. Go to Settings → Email, then under the third option (Connect Gmail or Outlook directly) click Connect my account →.
2. Click Connect Gmail. Outlook support is coming soon and isn't available yet.
3. Choose the Gmail account you want to connect.
4. You may see a Google warning screen, this is temporary while the Searcher OS app is pending Google's full verification. Click Advanced → Go to Searcher OS (unsafe)to proceed. This is safe.
5. Grant the requested permissions. Searcher OS creates your Gmail filters and returns you to the app.
6. Done. You'll see a Filter Status summary in the Email tab, showing the label that was created and how many filters got deployed.

How the Gmail Filters Work

When you connect Gmail, Searcher OS deploys a tiered set of filters that cover:

• Known broker email addresses: the brokers already attached to deals in your pipeline.
• Known broker domains: so a new contact at a brokerage you already work with still gets captured.
• Deal-related keywords: common acquisition and listing terms, so relevant messages get caught even before a broker is on file.

There's also an optional per-deal-name tier that matches your specific deal titles. It's off by default, and you can turn it on if you want tighter subject-line matching.

Filters grow as your pipeline grows. Whenever you add brokers or deals, head to the Email tab and click Re-deploy Filters to push the updates into Gmail. You can also edit the filters inside Gmail directly at any time.

After Setup

• Go to Email Inbox in the sidebar to see everything that's been matched.
• You'll see which emails are matched to deals, which are ignored, and which need attention.
• As you add new deals and brokers, re-deploy your filters from the Email tab to keep them current.

The Three Tabs

Go to Tools → Email Inbox in the sidebar. You'll see three tabs:

• Needs Attention: The system is confident this is a real email you'd want linked, but isn't sure which deal to attach it to. Review and assign these manually.
• Recently Matched: Emails the system automatically linked to a deal with high confidence. You can correct any match that's wrong.
• Ignored: Emails that were pulled in via your filters but set aside. You can revisit and link these if needed.

What's on Each Email Card

• Activity type: Usually Email Received, but the system will detect calls or auto-notes if it can identify them.
• Broker: Matched from the sender address. When a broker is identified, a record is added to that broker's contact automatically.
• Deal: Auto-linked if the system can determine the associated deal. If not, you can manually select one from your pipeline.

Linking an Email to a Deal

1. Open the email from the Needs Attention or Ignored tab.
2. Select the deal from your pipeline using the deal picker.
3. Click Link Email. The email appears in that deal's activity feed right away.

If the email is about a business that isn't in your pipeline yet, you can click Create Deal to add a new deal directly from the inbox.

Viewing a Linked Email in a Deal

Once linked, the email appears in the deal's activity feed. You can delete it or open it in full-screen mode to read the full message and see all contacts.

Automatic Task Updates

The inbox is smart about your pipeline tasks:

• If it detects a signed NDA, it automatically checks off the NDA task for you.
• If it detects a CIM attachment, it triggers CIM processing automatically.

Over time, you should rarely need to visit the inbox manually, the system learns your pipeline and handles most routing on its own.