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What and How


Whats GrexIt for?

GrexIt helps your teams collaborate right from their email inbox, helping your Support, Sales, Project Management, Recruitment and Operations processes become more efficient. GrexIt gives you two simple tools to collaborate from your email:

  1. Shared Labels in Gmail: Add a label to an email conversation in your inbox, and it appears in your colleagues inboxes with the label attached, within minutes! Its an amazingly simple way to way to share useful emails and attachments, assign tasks, and track status on Support and Sales queries.
  2. Shared Notes: Shared Notes on emails keep track of what is going on in an email thread. They’re a great way for your team to summarize a customer support or sales related email conversation.

GrexIt works for all Gmail and Google Apps email accounts, and you can use GrexIt to share labels with Gmail users and Google Apps users in your domain or outside your domain.


How do I use GrexIt?

Using GrexIt is simple. Just share some Gmail labels with your colleagues, and use them to collaborate. For example, when you share a Gmail label called "New Lead" with your team-mates, any email you add the label to is copied to the inboxes of your colleagues too. When a task is assigned to John, just attach a label called "Assigned: John", and everyone would know who is working on what.

GrexIt also has a Shared Email Archive. All emails you share with your colleagues using Shared Labels can be copied to the Shared Email Archive for later reference by your team-mates if you choose to switch on archiving.


Users and Accounts


What kind of email ids can I use GrexIt from?

All Gmail users can use GrexIt. That includes users with Google Apps accounts.

Please also note that you can add any Gmail user into your GrexIt account and collaborate with them. This means that Google Apps users who are using GrexIt can collaborate with users outside their domain using GrexIt.


Can I add any Gmail or Google Apps user to my GrexIt account?

Yes. You can add any Gmail user, and any user from any Google Apps domain into your GrexIt account. To do this, go to the "Users and Groups" section in your GrexIt Admin panel and invite any Gmail/Google Apps user. They would get an email inviting them to join your GrexIt account.


Shared Labels


What are Shared Labels in GrexIt?

Where are the emails shared using Shared Labels stored?

Do Shared Labels work with email clients like Outlook, Mac Mail and on iPhone, Android etc.?

Are emails shared using Shared Labels stored on GrexIt?

How can I set up a Shared Label?

What are the Shared Label Advanced Options?

What about nested labels (sub-labels)? Can they be shared too?

What happens if I remove a shared label from an email, or delete an email from a shared label?

Are there any limits on the number of emails I can share?

How do I set up shared labels to notify users when they have new tasks?

How do I make emails show up in the Inbox as well as under the shared label?


What are Shared Labels in GrexIt?

Shared Gmail Labels help you collaborate with your team-mates by sharing email conversations with them. If you share a Gmail Label called "New Lead" with your team-mates, when whenever you add that label to an email in your Gmail inbox, the email appears in your colleagues Gmail accounts too with the label "New Lead" attached.

This works no matter what email client you and your team might be using. If you are using an email client like Outlook, Thunderbird or email on your mobile device, the label you are sharing would appear as a folder in the email client.


Where are the emails shared using Shared Labels stored?

Emails you share using Shared Labels are stored in your Gmail accounts. If you share an email using a shared label with 10 users, it would be copied to the email accounts of all the 10 users. Please Note that this would consume space in all the 10 Gmail accounts.


Do Shared Labels work with email clients like Outlook, Mac Mail and on iPhone, Android etc.?

Yes!

GrexIt simply shares Gmail's "native" labels. Since Gmail's labels show up as folders in Outlook, Mac Mail and other email clients, label sharing works across all email clients. On an email client, you'd just need to move the email to the respective folder to share it.


Are emails shared using Shared Labels stored on GrexIt?

Not unless you set up Archiving for your Shared Labels. You'll be asked if you want to switch on Archiving every time you create new Shared Labels.


How can I set up a Shared Label?

If you are admin of your GrexIt account, go to your GrexIt Admin panel by clicking on the "Admin Panel" link on the top right of the page, and then go to the "Shared Labels" tab. Click on "Add a Shared Label", and simply enter the name of the Gmail label to share and select the people between whom you want the label to be shared.

All users in a GrexIt account can use the browser extension at http://grexit.com/download to share their Gmail labels. When a user who is not an admin for the GrexIt account uses this, all users added to the shared label would be asked for permission by email before sharing can start

You can also set up Archiving for your Shared Labels. That helps you have GrexIt as a central repository for all useful email conversation which can be needed for later reference by your team. You'll be asked to switch on Archiving after setting up Shared Labels


What are the Shared Label Advanced Options?

There are three Advanced Options available to you while creating a new Shared Label:

  1. Sync Label Removals across inboxes: With this option switched ON (default), whenever a user removes a shared label from an email, the label is removed from the email in everyone's inbox (with whom the label is shared). Please note that the email is not deleted from anyone's Gmail account on removal of the label.
  2. Copy shared emails to inboxes: With this option switched OFF (default), shared emails are only added to the label that you are sharing, and do not appear in the Gmail inbox. If you switch this ON, shared emails would also start appearing in the inbox (along with being added to the label).
  3. Do not ask users for approval: With this option switched ON (default), users are not asked for permission when labels are shared with them. They're just sent an email informing about the new shared label.

What about nested labels (sub-labels)? Can they be shared too?

When you share a label, GrexIt would automatically share its sub-labels (i.e., the labels nested under it) with the same set of people. Do note that GrexIt might need upto 30 minutes to detect and share the sub-labels.

After you have shared a label, you can go ahead and create sub-labels under it in any of the inboxes among which the label is shared, and GrexIt would automatically share the sub-labels with the same set of people. Again, you might see a delay of upto 30 minutes after creating the sublabels in a Gmail account before GrexIt detects and shares them.

You can also share a sub-label without sharing its parent label(s). All you need to so is specify it as "A/B" in the shared label setup page, where B is the label you want to share, which is nested under the label A.


What happens if I remove a shared label from an email, or delete an email from a shared label?

That depends on whether you have "Sync Label Removals" ON or OFF under the shared label advanced options.

With "Sync Label Removals" ON, removing the shared label from an email would remove the label from the email in all the inboxes with which the label is shared.

With "Sync Label Removals" OFF, removing the shared label from an email would have no impact on the email in the other Gmail accounts the label is shared with.

What happens on deleting an email from a shared label is the same as what would happen if you were to remove the label from the email.


Are there any limits on the number of emails I can share?

Yes, we do have some limits on the number of emails you can share per day using GrexIt. Read about email sharing limits

If you want to share more emails, please get in touch with us at support@grexit.com and we'd work with you figuring out a solution.


How do I set up shared labels to notify users when they have new tasks?

When you're setting up a new shared label, you'll be asked if you want to notify any user for new emails that have the shared label added. You will be prompted for this in the second step of the shared label creation process. You can also edit an existing shared label to add this.



Once this is setup, the emails assigned as task would be copied to the user's inbox, and the user would also get a notification in their Gmail inbox for new tasks if they have the GrexIt Browser extension installed. This is how a new task notification looks:



You can download the GrexIt browser extension from the Download page

.

How do I make emails show up in the Inbox as well as under the shared label?

You'll just need to edit the Shared Label advanced option to check the option to 'Show shared labels in the inbox'. Once you do this, all shared emails would show up in the inbox along with the shared label for all users added to the shared label.

If you want emails to show in the inbox for just one user, you can do this by setting up the shared label as a task label for that particular user. You can read about how to set up a label as a task label here: grexit.com/help#tasklabels.


Shared Notes


How do I add shared notes to an email?

Which users can see Shared Notes?

Do Shared Notes work on email clients like Outlook, Mail.app etc.?


How do I add shared notes to an email?

You will need the GrexIt browser extension to do that - you can download it here. Once you've done that, refresh your Gmail, and you'd see a box to enter notes right next to every email conversation. This is how notes look:


Which users can see Shared Notes?

Shared Notes can be created and seen by all users who are members of the Shared Labels added to the email conversation.


Do Shared Notes work on email clients like Outlook, Mail.app etc.?

Currently Shared Notes work only on Gmail's web interface. We're working on supporting Shared Notes on some of the most populare email clients.


Email Archive


What is the GrexIt Email Archive

You can store email conversations you store with your colleagues using Shared Labels into the GrexIt Email archive for later reference by your team-mates. Email added to the Email Archive are stored on our servers.

You will be asked if you want to enable Archiving every time you create new Shared Labels from the GrexIt Admin Panel.


Tags


What are Tags in GrexIt?

If you choose to archive the emails you share using a Shared Label, the emails would be copied to the GrexIt email archive with a tag of the same name as the Shared Label.

For example, if you archive emails with a Shared Label called "New Lead", all emails with this label would be added to GrexIt email archive with a tag called "New Lead".

You can also set up access rules for the tags in your GrexIt email archive to control who can access which emails in the archive. This is elaborated in the next section.


Can I rename or delete a Tag?

If you are a GrexIt admin for your domain, you can go to the Tags tab in the GrexIt admin panel to rename or delete a Tag.


Access Controls


Is it possible to control access to discussions in GrexIt Email Arhive?

Yes. You can do it very easily using Tags in the GrexIt Email Archive.

If you are the admin for your GrexIt account, you can go the the Tags tab in GrexIt Settings, and define Access Rules for your Tags. Now when a Tag which has an Access Rule attached to it is applied to a discussion in GrexIt, that discussion is accessible only to those people who have access to that Tag. Please note that :

  1. If more than one Tag with Access Rules are applied to a discussion in GrexIt, then the discussion will be visible to all the people who have access to those Tags.
  2. Discussion which have no Access Rules applied to them are visible to everyone in your organization.


Security and Privacy


Do you store my emails on your servers?

Is anyone reading my email?

Is my data secure during transfer from my computer to GrexIt's servers?

Is my data secure on GrexIt?

Does GrexIt store my Google password?

Should I be worried about adding some kind of content to GrexIt?



Do you store my emails on your servers?

Not unless you set up Archiving for your Shared Labels. You'll be asked if you want to switch on Archiving every time you create new Shared Labels.


Is anyone reading my email?

No. No human ever reads your emails that are stored on GrexIt's servers. Our support team might look at your mail only if you contact us with a problem that you are facing with our service, and give us explicit permission to access your email to fix the problem.


Is my data secure during transfer from my computer to GrexIt's servers?

All your data is transmitted from the browser running on your computer to GrexIt's servers over SSL, which encrypts and secures your data during transmission.


Is my data secure on GrexIt?

We understand that the security of your data on our servers is extremely important to you. We use servers that are constantly monitored for security, and are hosted with one of the most reputed hosting providers in the world. We use the latest software, the most latest security patches, and all security best practices in our software, servers and network. Online security today is a moving target, and we work hard to always be up to date.


Does GrexIt store my Google password?

No. GrexIt neither requires nor stores your password. As part of the sign in process, you provide your password to Google, and we use something called OAuth to interact with Google's servers. GrexIt will never ask for or store your password.


Should I be worried about adding some kind of content to GrexIt?


Essentially, whatever is secure in your email inbox is secure with GrexIt. You should be careful about keeping important financial information like credit card numbers, bank account access details, passwords etc. in your email inbox.


Export


How does the GrexIt data Export feature work?

Are attachments also exported?

Are GrexIt tags also exported?

Are Access Controls defined for our GrexIt tags also applicable in the export?


How does the GrexIt data Export feature work?

You can dump out all the data that your company has added to GrexIt as HTML files by using the Export feature. To get an export of your data, just go to the "Account" tab in the Admin panel, and then go to the "Export" section to put in an export request. An export takes a few hours to generate. We will send you an email when your export is ready, and you'd then have 24 hours to download your export.

The export consists of HTML files, with an index file that helps you browse your data easily. Just put your exported data on any computer, and visit the directory in which you have put the export using any browser by entering the url file://path_to_export, where "path_to_export" is the folder in which you have your exported data.


Are attachments also exported?

Yes, attachments with emails that were added to GrexIt are exported out along with the emails, and can be found with the email in the export


Are GrexIt tags also exported?

Yes, GrexIt tags are also exported along with your emails and attachments. You can browse your exported data by your GrexIt tags


Are Access Controls defined for our GrexIt tags also applicable in the export?

No. Access Controls defined in your GrexIt account are not applicable in the export. Anyone who has access to a GrexIt export can access all data in it.


Pricing


How much do you charge for the service?

How does the 30 day free trial work?

What happens at the end of my trial period?

How do you take payments?

What if I want to add more users to my GrexIt account?

How do I add more storage my GrexIt account?

I want to decrease the number of Users or Storage in my GrexIt account.


How much do you charge for the service?

View our complete pricing.


How does the 30 day free trial work?

You can sign up and start using GrexIt for your domain and try it free for upto 30 days. You can add as many users to your GrexIt account as you want during the trial period.


What happens at the end of my trial period?

You should upgrade to one of our Paid plans before the end of your trial period. No matter when you upgrade, you always get your 30 days of free usage.

If you do not upgrade before the end of your free period, your account would be suspended. You would be able to visit GrexIt and re-activate your account by upgrading within 7 days from the date of end of your trial. If your account is not upgraded by then, your account and all its data would be automatically deleted.


How do you take payments?

Our payments are processed by Stripe.com. Stripe stores your credit card information on its servers and bills you automatically every month. Please note that your credit card information never reaches our servers, and is never stored there.


What if I want to add more users to my GrexIt account?

During your trial period, you can add as many users to GrexIt from your domain as you want. Just go to the "Users and Groups" section in your GrexIt Admin panel to allow more users from your domain to access GrexIt. If you've added more users to your Google Apps account which you can't see inside GrexIt, just press the "Sync Users" button to pull in those users to GrexIt.

After your trial period is over, you'll need to buy User credits before you can allow more users from your domain to access GrexIt. To buy more User credits, go to the "Account and Billing" section in your GrexIt Admin panel and click "Change Users/Storage". Please note that you'll be charged for the remaining days in the current billing period for the added users on a pro-rated basis.


How do I add more storage my GrexIt account?

While in your trial period, your domain can use up to 2 GB of storage on GrexIt for storing email conversations and attachments.

After your trial period, if you need to add more storage to your GrexIt account, go to the "Account and Billing" section in your GrexIt Admin panel, click "Change Users/Storage", and specify the amount of storage you need on GrexIt. Please note that you'll be charged for the remaining days in the current billing period for the added storage on a pro-rated basis.


I want to decrease the number of Users or Storage in my GrexIt account.

After your trial period is over, you can decrease the number of Users and Storage purchased for your GrexIt account. To do this, "Account and Billing" section in your GrexIt Admin panel, and click "Change Users/Storage".

From your next billing period onwards, you will be billed for the modified number of users or storage. Please note that you will not get a refund for the current billing period if you decrease the number of users or storage in your GrexIt account.


Troubleshoot


When I try to log in, I get an error saying "single sign-in feature is disabled for [mydomain.com]"!?

When you try to submit a discussion to GrexIt using the browser extension you get an error message "Error with Mail Headers! Please refresh the page and try again".

How do I allow IMAP access to my All Mail Gmail label/folder?

I get a blank page with the text "You should not be accessing this". What do I do?

How do I enable IMAP access for my Google Apps domain?

My Gmail has too many IMAP connections open. What do I do?

How do I delete my GrexIt account?


When I try to log in, I get an error saying "single sign-in feature is disabled for [mydomain.com]"!?

You're probably using Google Apps Premier or Education edition. All you really need to do here is to get your Google Apps domain admin to enable Federated Login for your Google Apps account. This is how its done:

  1. From Google Apps, click "Manage this domain".
  2. In the blue bar, click on "Advanced tools".
  3. Under "Authentication", click "Federated Login using OpenID".
  4. Make sure the checkbox labelled "Allow users to sign in to third party websites using OpenID" is checked.
  5. Click "Save changes".

You and others from your domain should now be able to log into GrexIt using your Google Apps email ids. If this still does not work for you, please write in to us at support@grexit.com and we'll try to figure this out with you.


When you try to submit a discussion to GrexIt using the browser extension you get an error message "Error with Mail Headers! Please refresh the page and try again".

The GrexIt browser extension might not work with non-english gmail interfaces currently. If you are using a non-enligsh display language for your google apps mail you might encounter this error. If you are using the English interface, and still seeing this, please write in to support@grexit.com and we'll work on figuring this out.


How do I allow IMAP access to my All Mail Gmail label/folder?

GrexIt needs IMAP access to your ALL MAIL label/folder in Gmail to function properly. Please follow these steps to enable this if it is currently disabled for your Gmail account.:

  1. Go to your Gmail settings.



  2. Click on the "Labels" tab.
  3. Click on "Show in IMAP" for All Mail and save your settings.



Your All Mail label should now be accessible to GrexIt using IMAP.


I get a blank page with the text "You should not be accessing this". What do I do?

We apologize. Please contact us on support@grexit.com with the url of the page on which you saw this error, and we'd look at this right away.


How do I enable IMAP access for my Google Apps domain?

You need to enable this from your Google Apps admin panel. You'll find the instructions here: https://support.google.com/a/answer/105694?hl=en

Please note that individual users can still disable IMAP access for their own accounts. These are the instructions for enabling IMAP from individual Gmail settings: https://support.google.com/mail/troubleshooter/1668960?hl=en#ts=1665018


My Gmail has too many IMAP connections open. What do I do?

Google limits the number of IMAP connections that can be opened to your Gmail account. To know which applications are using IMAP connections to your Gmail, log into your Gmail and then visit this page: https://security.google.com/settings/security/permissions?pli=1.

On this page, look for the applications that have access to Gmail. For any applications that you are no longer using, click on the application, and then click on the button to "Revoke Access" on the right.

You can refer to this page to this page to learn more about Gmail's IMAP limits: https://support.google.com/mail/answer/97150?hl=en

How do I delete my GrexIt account?

Log into your GrexIt admin panel at grexit.com, and then select "Account and Billing" from the left. You'll then be able to delete GrexIt from the page that opens. Additionally, you should also remove the GrexIt browser extension from your browser if you had that installed.