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# How do I import contracts from Gmail / Google Workspace via email?

### How do I import contracts from Gmail / Google Workspace via email?
Contracts you receive via email can be automatically imported into ContractHero — directly from Gmail or Google Workspace. This guide shows you how to set up email forwarding, which option is right for you, and what to keep in mind.

## How the email import works
Each team in ContractHero has its own **Import Email Address**. As soon as an email with contract attachments (PDF, EML) is sent or forwarded to this address, ContractHero automatically imports the attachments as new contracts.

|| **Tip:** You can find your import email address under: **Settings → Import → Email Import**

## Which option is right for you?
Before you get started, take a moment to assess your situation:

| Situation | Recommended Option |
| ---- |
| Google Workspace admin access available | **Routing Rule** in the Admin Console (Option A) |
| Only connecting a single mailbox | **Recipient Address Map** in the Admin Console (Option B) |
| No admin access, Gmail settings only | **Filter with forwarding** (with limitations) |

## Option A: Routing Rule via the Google Admin Console
✅ **Recommended** – This is the cleanest approach. It works server-side, so the ContractHero import address does not need to confirm a verification email.

**Step-by-step instructions:**
1. **Open the Google Admin Console.** Navigate to [admin.google.com](https://admin.google.com).
2. **Go to Gmail Routing.** Navigate to Apps → Google Workspace → Gmail → Routing.
3. **Create a rule.** Click on Default Routing (or "Routing") and then on Configure or Add Rule.
4. **Configure the rule:**
* **Affected messages:** Choose which emails the rule should apply to – e.g., only incoming messages to contracts@yourcompany.com or messages with specific subject lines.
* **Action:** Select "Add recipients" and enter your ContractHero import email address.
* **Keep a copy:** Enable the option "Keep a copy of the original message in Gmail" so the email remains visible in the mailbox.
5. **Save the rule.**
6. **Test the setup.** Send an email with a PDF attachment to the affected Gmail address and check whether the contract is imported in ContractHero.

**When to use Option A?**
* You want to connect multiple mailboxes or recipients to ContractHero.
* You want to filter flexibly (e.g., by sender, subject, label).
* You want to avoid having individual users set up forwarding manually.

## Option B: Recipient Address Map
If you only want to connect a specific mailbox (e.g., contracts@yourcompany.com), you can set up a **Recipient Address Map** in the Admin Console. This delivers emails to that address additionally to the ContractHero import address — without affecting the original delivery to the Gmail mailbox.

**Step-by-step instructions:**
1. **Open the Google Admin Console.** Navigate to [admin.google.com](https://admin.google.com).
2. **Go to Gmail Routing.** Navigate to Apps → Google Workspace → Gmail → Routing.
3. **Open the Recipient Address Map.** Scroll to the "Recipient address map" section.
4. **Add a new entry:**
* **Original address:** Enter the Gmail address from which contracts should be forwarded (e.g., contracts@yourcompany.com).
* **Mapped address:** Enter your ContractHero import email address.
* **Keep original delivery:** Make sure this option is enabled so emails continue to arrive in the Gmail mailbox.
5. **Save and test.** Send a test email with a PDF attachment and verify that the contract appears in ContractHero.

**When to use Option B?**
* You only need to forward contracts from a single specific mailbox.
* You want a simpler setup without complex routing rules.

## Best Practices
* **Use PDF or EML format** – ContractHero processes these formats best.
* **Subject line and sender are recorded** – They are stored as metadata on the contract.
* **One email = one contract** – Each email creates a separate contract entry in ContractHero.
* **Keep copies in Gmail** – Always enable the option to keep the original email so nothing is lost.

## Frequently Asked Questions

**Can I also set up forwarding directly in Gmail?**
Yes, via Gmail settings (Filters & Forwarding). However, this requires a verification email to the ContractHero address, which may not always work. The routing rule (Option A) or recipient address map (Option B) are more reliable.

**Does it work with shared mailboxes (Google Groups)?**
Yes — a routing rule can also apply to Group addresses.

**What file types are supported?**
PDF and EML. Other attachment types are ignored.

**Can I import contracts from multiple email addresses?**
Yes. Create a separate routing rule or recipient address map entry for each address.

## Summary

| Option | Requirements | Best For |
| ---- |
| **A – Routing Rule** | Google Workspace Admin | Multiple mailboxes, flexible rules |
| **B – Recipient Address Map** | Google Workspace Admin | Single mailbox, simple setup |
| **Filter with Forwarding** | Gmail only | Quick workaround (with limitations) |

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