Using Gmail Shared Labels

Updated 6 days ago ​by Deepanwita

Shared Gmail Labels help you collaborate with your teammates by sharing email conversations with them. If you share a Gmail Label called “New Lead” with your team-mates, then 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.

Hiver Shared Labels work with all the famous email clients like Outlook, Thunderbird, even in the Email app on your mobile devices.

Setting up a Shared Label

You can create a new Shared Label or you can share an existing Gmail Shared Label. You can find the option to do either from the same page.

Creating a new Shared Label

  • Go the Hiver Admin panel.
  • Click on 'Shared Labels' from the left section.
  • Click on + Create New Shared Label.
  • Specify the name of the New Shared Label that you want to create or enter the name of the existing Gmail Label that you want to share.
  • Enter the names of the users amongst whom you want to share the emails labeled with the Shared Labels
  • Specify the Advanced Options.
  • Select users to notify.
  • Click on 'Save'.

Creating a Shared Label from Gmail

  • Login to your Gmail Account.
  • Open the email for which you wish to create a Shared Label.
  • Click on the Hiver action bar above the email.
  • Choose Add Shared Label.
  • Type out the name of the Shared Label that you wish to create.
  • Click on Create New Shared Label.
  • This will take you to the Hiver Shared Label creation page from where you can complete the process.

Associating Shared Labels to an Email

Now that you've setup your Shared Label, let's see how to apply it to emails. There are two ways to add a Shared Label:

  1. Manually adding the label to the emails.
  2. Automating label addition by using Gmail Filters.

1. Manually Adding the Label

Labels can be manually added to the emails by using the Hiver Label option on the top-right, adjacent to Gmail's "More" button. 

  • Click on Hiver Labels.
  • Pick the label you wish to add to his email from the drop-down.
  • Click on Apply Label.

The selected label will be applied to the email and it will show up under that Shared Label folder. Depending on your configuration of the Advanced Options, this label will also be removed from the Inbox. 

2. Automatic Label applying - Gmail Filters

Gmail Filters are the best option to automatically apply labels to emails.  You can setup a filter on Gmail to apply labels to emails that fulfill desired conditions. Filters on Gmail can be setup by:

  • Login to Gmail.
  • Select Gmail Settings "Gear Icon".
  • Gmail Filters can also be created from the Search bar, using the downward arrow before the magnifier icon.
  • Choose Settings from the drop-down.
  • Go to the Filters tab.
  • Click on Create a New Filter and define the conditions. 
  • Choose Create a Filter with these conditions.
  • Select the checkbox that reads Apply Label and choose the Hiver Label from the drop-down list beside it.
  • Hit Create Filter.

You can also select to apply a filter to matching conversations as you are creating it.

Working with Shared Labels

Using Shared Labels to assign tasks

Apart from serving as a means to share emails amongst users, the Shared Labels can also double up as task delegations. This would mean that a specific user can be notified each time an email is added to a label. 

You can use this to notify a specific user about emails that need his direct attention

Here's how to set this up as you're creating a Shared Label:

  • Login to Hiver.
  • Navigate to the Shared Label section.
  • Click on +Create New Shared Label.
  • Fill in the details.
  • Hit Next.
  • Now you should be asked whether you wish to notify a specific user about emails in this Shared Label.

  • Selecting a user here will ensure that they are notified each time an email is added to this Shared Label.
  • Hit Save.

For existing Shared Labels, you can choose to Edit the Shared Label and then, change the user.

This is what the notification looks like:

Color Coding

You can choose to add a color and color code your Shared Labels akin to Gmail. This will help you to easily identify the labels. Here's how:

  • Login to Hiver.
  • Choose Shared Labels from the left pane.
  • Click on the round button next to the checkbox.
  • Pick a color from the palette drop-down.

Follow the same steps for color coding a sub-label as well.

You can also choose to change the existing color of your Shared Labels. Here's how:

  • Login to Hiver.
  • Choose Shared Labels from the left pane.
  • Click on the colored round button next to the checkbox.
  • Pick a new color from the palette drop-down.

Follow the same steps for changing the color of a sub-label as well.

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