How to archive a conversation

Why archive?

Think of archiving your emails as checking off your or your team's to-do list, and the goal is to check off all your tasks and thus reach inbox zero. Archiving will keep the conversation in your inbox, but will move it to the Archived tab of the inbox. Once you've read or actioned on the conversation, you should archive it or snooze it to reappear later.


How to archive

Click the file box icon in the top bar, or use the keyboard shortcut e to archive a conversation.

If your inbox is connected to a Gmail/Google Apps account, then archiving a message in Front will also archive it there. Otherwise, if you are redirecting mail into Front, archiving a message will only take effect within Front.

 


What happens when I archive?

Archiving a conversation moves it out of your queue of messages to work on. It's a great way to keep inboxes uncluttered by dismissing what's already been handled, so you can easily stay on top of new messages.

Here are different archiving scenarios to break down exactly how archiving in Front works: 

  1. When you’re the assignee, or when performed from a team inbox, archiving impacts everyone.

    When archiving as the assignee, the conversation will be moved to the Archived tab of that team inbox. For anyone else looking at the inbox, this conversation will appear as Archived. This will not archive for any teammate that previously was a subscriber in the conversation. They will still have control over their view of the conversation via their Shared with me folder. They will also need to archive it in their own inbox.

    When archiving from a team inbox, and even without being the assignee, the same behavior will apply. The conversation will be moved to the Archived tab of the team inbox, but any other conversation participants will still be able to read and archive in their own Shared with me folder. It will also not archive the conversation in the assignee’s inbox.

  2. When performed in your Shared with me folder, archiving will always impact yourself only.
    Your Shared with me folder gathers all conversations you’re a subscriber on. Only you can archive conversations from this folder. Archiving in this folder will never archive for anyone else but you, no matter the circumstances. When archiving in your Shared with me folder, the conversation will be moved to the Archived tab of that folder only.
  3. When performed in your individual inbox (me@mycompany.com), archiving only impacts yourself.

    Similar to your Shared with me folder, archiving in your individual inbox will only archive for yourself. You will not archive for any teammates who are subscribers and see this conversation in their Shared with me folder.

  4. When performed in a delegated inbox, archiving is as if performed by the owner of the inbox.

    If you were given delegation to a teammate’s inbox, archiving there will be as if the owner of that inbox took the action. All of the above rules apply as if the action was performed by the owner. If the same conversation was present in your own personal inbox, it will not affect its archive status. Note that even if performed through a delegated inbox, the archiving activity will show your name in the activity trail.

  5. When performed in Assigned conversations (including Teammates section), archiving impacts everyone.

    The behavior here is the same as archiving from the team inbox. When archiving, the conversation will be moved to the Archived tab of that team inbox. For anyone else looking at the inbox, this conversation will appear as Archived, but subscriber copies in teammates’ Shared with me sections will stay open.


When should I archive?

Archiving is not deleting, so you will not lose the history, but simply take it out of view because no action is needed at this time. Here are examples of when you should archive emails:

  • Announcements and notices: You do not need to respond after reading the information, so you can archive it and search for it in the future if needed. 
  • Send & Archive: For most cases, you should be able to archive the replies you send out because the next action is likely on the recipient's part. If you still need to follow up, simply set a snooze on your reply to reopen the conversation instead of keeping the conversation open in your inbox the whole time. You can set your default Send button to be Send & Archive in your Preferences.
  • Shared with me conversations: Your teammates might loop you into conversations by @mentioning you, which will show up in your Shared with me folder. Archive the conversation after you have completed your action. If new activity occurs, the conversation will reopen (unless you mute it), so you won't miss anything. 
  • Automated emails: You might receive automated notification emails or updates, which you can archive  

Archive vs. Trash: what's the difference?

When you trash a conversation, the data on that conversation is not counted in Front analytics reports. Trashed conversations are also excluded from your search results unless you are specifically searching within Trash.

Archived conversations count toward analytics and can be found using general search queries in Front. We recommend always archiving instead of trashing, except for spam or other junk messages.

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  • I have added a tag and archived an email. In Gmail this appears in my bin and in the label/tag. Does that mean in 30 days that email will be deleted and lost forever?

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  • Melanie Webb No, the conversation will remain in your Trash in Front.

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  • But the email still stays in the inbox. I kinda want it to disappear and become hidden. The only time it will disappear is when I send a reply and hit send and archive. Can you tell me the workaround for it to disappear? 

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  • Menard Dacillo If you only archive a conversation, it should disappear from the Unassigned and Open tab, and only live in the All tab. 

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  • Cori Morris wow that's a fast reply. Amazing! Uhmm. I am actually working with so many emails and they are all in together under the All tab, now my concern is it's kind of a hassle for me to keep scrolling down since they still stay in the All tab. So no way it will disappear? Otherwise deleted?

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  • Or how to transfer everything that is under the ALL to OPEN tab?  

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  • Menard Dacillo I would suggest you work from the Unassigned or Open tab. The only way to remove a conversation from the All tab is to delete it. Think of your All tab as your history/archives.

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  • Cori Morris How to import all the emails I have inside my Gmails inbox to Front app? I understand that once we added it, it should automatically populate, however some of my other email accounts do not. It only show all mails not the inbox emails. Should I remove it and re added it again? Have you heard this kind of dilemma? 

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  • Menard Dacillo Can you email us and let us know the email addresses that didn't auto-import? We can investigate further from there.

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  • Cori Morris How long does it take for your team to reply? I chatted you guys and even emailed you however no response taken yet. Hope it doesn't take days. I badly need to work on the emails. 

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  • Hi Mernard,

    Just wanted to see if you were able to get in touch. I was checking in but did not see your name come in. Our team strives to get back to you as soon as possible! You can reach us at: support@frontapp.com as Cori mentioned.

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  • Hi guys,

    I had to add Outlook to my computer and it results on having all my emails added to my Inbox since I'm working here (10k as of now), is there a way to archive all my emails at once in the app?

     

    Thanks,

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  • Max Hbt Seconded. How do you archive all unassigned messages at once?

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  • Hi  Max Hbt  Jeff Haskin 👋 Out support team can assist with that! Feel free to email support@frontapp.com with your email address that you need help mass archiving along with the date range (ex. messages before 9/20/2018)

    Thanks!

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  • I've sent an email through asking for all my personal emails to be archived in Front - This should be possible myself (Ctrl + A, then Archive) but Front doesn't seem to respect Select All yet.

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  • Ben Fairless Unfortunately this not something you can do on your side at the moment however we are working on improving these functionalities int he future so please stay tuned there. :) In the meantime this is always something we can do for you. Simply reach out to us at support@frontapp.com and let us know which dates and which inbox you would like us to run the archive for.

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  • Hello!

     

    Tell me please, what happen, when i archive a conversation, which is in two inboxes? For example, conversation in support@ and mail@. I archive from mail@ inbox. What happen in support@? Will this conversation be archive in support@ too?

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  • How do you see the archived conversations?

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  • Paul Peeples You can access your archived conversations in the All section, and if you would like to see the archived conversations for a team then we will want to select the All tab  for the inbox. Also, if you only want to see just the archived messages in there, they can be focused on by using is:archived in the search.

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  • If a message is archived, does it reopen if responded to again? Are notifications sent if new replies are received?

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  • Hi Cecilia ! Yes, after you archive a message, a new email from the recipient will reopen it! If a teammate also comments on it or sends out a message on it, the new activity will make the email show in your "shared with me" section if you are subscribed to it (if this is a team email). https://help.frontapp.com/t/8024vp/subscribing-and-muting-a-conversation

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