Whose connected account a pipeline uses
Connected accounts belong to the workspace, so any member's pipeline can choose them. Two rules decide whether a pipeline may really use one:
- Mail is sent only from the creator's own mailbox. A pipeline's Other app target can run actions of a mail app such as Gmail or Outlook. An action that sends, replies, forwards or reads mail runs only on an account the pipeline's creator connected. Nothing leaves a colleague's mailbox without that person reviewing it.
- Drafts may go to any current member. An Other app action that only lays a draft may use any current member's mailbox: a manager's pipeline can put a prepared mail into each rep's drafts, and the rep reviews and sends it.
The built-in Email draft target is different: it writes only into the sender's own mailbox, never a colleague's (see "Email drafts in your own mailbox").
When someone leaves#
An account connected by a person who has left the workspace is used by no pipeline, for drafts as well as sends and for every target (Slack, HubSpot and so on). The account stays connected, but entries for that pipeline are held with "The connected account belongs to someone who is no longer in this workspace — held, not sent." Connect an account of your own and choose it in the target.
An automatic pipeline normally carries on as the workspace owner when its creator leaves. An Email draft pipeline pauses instead and the owner is e-mailed, because its drafts must not land in the owner's mailbox.
Where the rules are checked#
When you save the target, before every send (so a pipeline built earlier stops too) and on a test that really delivers (Slack, Webhook, Email draft). A test that only checks (the CRM, sequencer, Sheets, Other app and Another list targets write nothing) delivers nothing and therefore needs no account check; the rules were already checked when you saved.
Related topics: pipelines-crm-slack-and-webhook · email-draft · automatic-release · roles-and-permissions · leave-remove-transfer-delete.
FAQ#
Can a pipeline send e-mail from a colleague's Gmail or Outlook?#
No. An Other app action that sends, replies, forwards or reads mail runs only on an account the pipeline's creator connected. A colleague's mailbox is never used for sending; choose your own account, or use a draft action.
Can a manager's pipeline put drafts into each rep's mailbox?#
Yes, with an Other app draft action of a mail app: it may use any current member's mailbox, and the rep reviews and sends the draft. The built-in Email draft target does not: it writes only into the sender's own mailbox.
Why are my entries held with "This action sends from a mailbox you did not connect"?#
The pipeline's Other app action sends mail, and the chosen mailbox was connected by someone else (or by a person unknown to the workspace). Choose your own mail account in the target, or switch to a draft action; nothing was sent.
What happens to pipelines when the person who connected the account leaves?#
The account stays connected, but no pipeline uses it any more, for any target. Entries are held until someone chooses another account in the pipeline's target.
Why are entries held with "The connected account belongs to someone who is no longer in this workspace"?#
The account used by this pipeline was connected by a person who has left the workspace, so it is refused and nothing was sent. Connect an account of your own and choose it in the target, then send again.
My automatic Email draft pipeline paused itself — why?#
The person who set it up has left the workspace. Drafts go only into the sender's own mailbox, so the pipeline pauses and the owner gets an e-mail instead of writing into the owner's drafts.
Does the test send follow the same account rules?#
Yes, whenever the test really delivers (Slack, Webhook, Email draft — a real send that costs one record's price). A test that only checks, as for CRM, sequencer, Sheets and Other app targets, delivers nothing; the account rules were already checked when the target was saved.