Set up a Mailhook

Create a Mailhook address

Addresses are scoped to your account, not to a single workflow — any workflow you own can use one.

Wire it to a trigger

In a workflow, add an Email trigger and select the Mailhook address. Narrow what actually fires the workflow with:

• Only from / Never from — sender allow/block lists
• Subject contains — substring match on the subject
• Starts on — New conversations (mail that doesn't answer something sent from this address), Replies (answers to mail sent from this address), or Both

Trigger data is available downstream as trigger.from, trigger.subject, trigger.text, and similar fields. Two more say who to answer:

• trigger.sender — the person the mail is about, and where a reply should go. A Reply-To address wins, and so does the original sender of a forwarded message.
• trigger.submittedBy — the person who forwarded it, when it was forwarded.

A reply to a customer goes to trigger.sender. A receipt, bill or meeting note is confirmed to whoever sent it in.

Anyone writing to your address can set a Reply-To or paste in a forward, so trigger.sender tells you who to answer, not who wrote. Two fields tell you who wrote:

• trigger.fromAddress (From address in the field picker) — the address the mail came from. A display name can't change it: "jane@example.com" <sam@example.org> is from sam@example.org.
• trigger.senderAuthenticated (From address verified) — true when the sender's domain vouched for the message. Mail that isn't verified still arrives and still starts your automations. Forwarding services often break verification.

Before an automation changes someone's records because of who wrote, check both: trigger.senderAuthenticated is true, and trigger.fromAddress is their address. The Agency, Restaurant, Property Management and Clinic & Practice templates already do.

Replies and forwards

Every message an address receives or sends is kept in Settings → Mailhooks, under recent mail, with what became of it. A message counts as a reply only when the conversation already holds mail Cheqq sent from that address, so unrelated mail that happens to carry a reply header counts as new.

• A reply no automation handles is logged, and you're told.
• Automatic replies, like an out-of-office, and mail from another Cheqq address never start a run.
• A message delivered twice starts one run.
• Automations in a template that share one mailbox share one address, so a reply finds the automation that asked.

An answer you wrote from your own mail never passed through Cheqq, so it isn't a reply there. Support Inbox gives every ticket a short reference, like [#T-1A2B3C], and its emails carry it in the subject. Keep it in the subject when you write a customer yourself and copy your support address: their answer joins the ticket. It only joins when it verifiably came from that ticket's customer, so someone who copies the reference can't add to the ticket. Mail that arrives with a reference already in its subject keeps it, so a form or relay can tag its own messages.

Attachments

Attachments are saved in the Mail folder in Files, and their text reaches the run. AI steps can read them: documents as text, images as images, and a scanned PDF whole when the model reads files.

A Create record or Update record step can keep them too: set a file field to {{trigger.attachments}} (or one of them, {{trigger.attachments.0}}) and the email's files are copied into the record. Only that email's own files go in, ten at most, and only the types and sizes the field accepts; anything else is skipped and the record is still saved. Feedback Tracker keeps a report's screenshots this way, and Property Management keeps the photos a resident sends with a repair, and a vendor's photos on their job. Files from mail only go on a record that already exists when Cheqq has confirmed who wrote.

Manage addresses

From Settings → Mailhooks, each address can be copied, toggled active/inactive, or deleted. Mail sent to an address that no longer exists is silently ignored, not bounced.

An address that belongs to a Wapp is switched off while the Wapp is in Trash and switched back on when you restore it. If you delete that address in the meantime, the restored Wapp gets a new one — update anywhere that forwards to the old address.

Send or reply from a workflow

Add a Send Email step to send new mail or reply from one of your addresses — including threading a reply against the message that triggered the run, so recipients see it in-context rather than as a new thread.

To send from your own domain instead, set the step's Send Via to your SMTP server, and point Track Replies in Cheqq at a Mailhook address: recipients see your real address, and replies still come back into Cheqq to fire your Email triggers. See Send email.