Setting up an auto-forward rule in Gmail sends customer email to the Inbox automatically — cold inbound and threads PortaPro didn't start included.
Do this once per Gmail account. The whole thing takes about five minutes.
Before you start
Grab your PortaPro inbox capture address:
In PortaPro, go to Settings → Company Sending → Email Inbox Capture.Copy the address (there's a copy button next to it). It looks like a long token followed by @ your PortaPro inbound subdomain.Keep that on your clipboard for the next steps.
Step 1 — Add the address as a forwarding destination
Gmail requires you to verify a forwarding address once before you can forward to it.
In Gmail, click the gear icon (top right) → See all settings.Open the Forwarding and POP/IMAP tab.Click Add a forwarding address.Paste your PortaPro inbox address and click Next, then Proceed, then OK.Gmail sends a verification code to that address. In PortaPro, open the Inbox — a message from Gmail with the confirmation code will land there within a minute. Copy the code.Back in Gmail's Forwarding and POP/IMAP tab, paste the code and click Verify.The address now shows as an available forwarding destination. Leave the general "Forward a copy of incoming mail" setting on Disable forwarding — you'll forward selectively with a filter in the next step, not everything.
Step 2 — Create a filter that forwards customer email
Now decide which mail should forward. Common choices:
All incoming mail from your business address's domain — if customers usually mail your work address.All mail from a specific customer's domain — if you want to pilot with one account first.Everything except your own team's mail — if you want the widest net.Set it up:
In Gmail, click the search bar and then the filter icon on the right (looks like sliders).Fill in a condition that matches customer mail. Examples: - From `*@customerdomain.com` — mail from one specific customer.
- To `hello@yourbusiness.com` — anything sent to your business address.
- Has the words `is:inbox -from:me` and pair with a Doesn't have rule for your internal domain — a broad "customer-ish" catch.
Click Create filter.Check Forward it to: and pick your PortaPro inbox address from the dropdown.(Optional) Also check Skip the Inbox (Archive it) if you'd prefer these threads not clutter Gmail once they're in PortaPro.Click Create filter.Step 3 — Verify it works
Send a test email to the address the filter matches (from a personal email account or a customer's account you have access to). Within a few seconds:
Gmail applies the filter and forwards the message.PortaPro's Inbox shows a new email conversation. If the sender matches a customer on file, it attaches to that customer; otherwise it lands as an unmatched conversation you can link.If nothing shows up:
Confirm the forwarding address in Gmail says Verified in the Forwarding and POP/IMAP tab.Confirm your Email Inbox Capture toggle is on (Settings → Company Sending).Confirm your inbound email domain is configured and verified in PortaPro.Managing the rule
Change or delete the filter in Gmail Settings → Filters and Blocked Addresses.Google Workspace admins can push filters org-wide (Admin console → Apps → Google Workspace → Gmail → Compliance → Content compliance), but per-account filters are the common setup.Email Inbox Capture — the broader feature and toggle.How to auto-forward from Outlook — the same setup for Outlook / Microsoft 365.