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Learn More About Inbox Settings for Your Entire Workspace

Use Inbox Settings to manage workspace-wide defaults for appearance (theme/colors), Labels, and Templates. These settings give your team a consistent, organized inbox experience.
Note: Workspace settings act as defaults. User preferences always override workspace defaults and are not overwritten by later workspace changes.

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Workspace Appearance (Theme & Colors)

Set a default color theme for everyone who hasn’t chosen personal preferences. Where to go:
Account → Settings → Inbox Settings (Workspace Settings) → Appearance What you can set:
  • Color theme palette (preset or custom)
  • Theme mode: Light / Dark / System (if available)
How it works:
  • New users inherit the workspace theme.
  • Any user can change their own theme in My Settings → Inbox Preferences.
  • Workspace updates do not override existing user choices.
Inbox Settings Appearance Pn

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Workspace Labels (Create, Edit, Remove)

Standardize how your team groups and filters conversations with shared Labels. Where to go:
Account → Settings → Inbox Settings (Workspace Settings) → Labels Actions:
  • Create label – define name, color, and icon
  • Search / manage existing labels
  • Edit label properties (name, color, icon)
  • Remove labels no longer used
Tips:
  • Keep names short and scannable (e.g., Support: Urgent, HR: New Hire, Region: West).
  • Use consistent icon/color patterns by function or department.
Inbox Settings Labels Pn

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Workspace Templates (Shared Message Templates)

Publish pre-approved, reusable messages for your whole team. Where to go:
Account → Settings → Inbox Settings (Workspace Settings) → Templates Actions:
  • Create template – add a clear name and message content
  • Search / manage existing templates
  • Edit template name/content
Note:
  • Templates support media, emoji, and personalization tags (e.g., {{ ContactFirstName }}, {{ WorkspaceName }}).
  • Keep names descriptive so teammates can find the right template fast (e.g., “Appt Reminder – 24h”).
  • For personal/one-off templates, users can save their own in My Settings (if enabled).
Inbox Settings Templates Pn

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Permissions & Best Practices

Who can manage workspace settings?
Admins (and Managers, if allowed by your Roles & Permissions) can update the workspace’s Inbox Settings. Recommended setup:
  • Define a small, clear label taxonomy before scaling usage.
  • Review labels quarterly to remove duplicates or stale tags.
  • Keep template copy concise and compliant (include opt-out language where appropriate).
  • Use workspace appearance to set a professional default; let users personalize if needed.