Question 1

What manual tasks in Hiver can be automated with other tools?

Accepted Answer

Common manual work in Hiver includes reading incoming emails, manually assigning them to team members, updating labels or tags based on content, and moving emails between folders. Automation can trigger actions when new emails arrive in shared mailboxes, automatically assign messages based on routing rules or content criteria, apply labels to categorize emails, and send notifications to team members. You can also automate the creation of records in external systems (like CRMs or ticketing platforms) based on incoming emails, allowing email data to flow directly into your broader business systems without manual entry.

Question 2

How does data move between Hiver and other business tools?

Accepted Answer

Hiver stores email metadata and content within Gmail's shared mailbox infrastructure. When connected to external tools, automation platforms can read new emails and their details (subject, sender, body, attachments) from Hiver and push that data to other systems like CRMs, project management tools, or databases. Data typically flows one direction (out of Hiver into other tools) when triggered by new incoming emails, though some integrations may support updating email labels or assignments from external systems. The connection relies on Hiver's API access to shared mailbox contents and the external tool's ability to receive and process that incoming data.

Question 3

What problems occur when automating with Hiver?

Accepted Answer

A common issue is emails arriving faster than automation can process them, which may cause assignments or notifications to lag or miss the priority order. Hiver's shared mailbox structure means duplicate email processing can occur if multiple automation rules trigger on the same message. Attachments and formatted email content sometimes fail to transfer correctly to external systems, particularly if the receiving tool has strict field requirements. Additionally, if email rules in Gmail itself conflict with Hiver automation rules, unexpected behavior can result, such as emails being archived before Hiver automation reads them.

Question 4

How should I organize Hiver to make automations more reliable?

Accepted Answer

Use a clear labeling and folder structure in Hiver before setting up automation, so rules can trigger on specific labels or mailbox folders without ambiguity. Assign a dedicated shared mailbox for each major email stream (or type of incoming message) rather than mixing multiple workflows in one mailbox, which reduces the chance of automation rules interfering with each other. Document which automation rules apply to which labels or folders to avoid overlapping triggers. Test automation on a smaller subset of emails or a staging mailbox first to confirm data transfers correctly and assignments work as intended before deploying to your full email volume.

Automate the manual work in Hiver

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What you can automate in Hiver

Add Asana tasks for new emails in Hiver shared mailboxes

Create new Pipedrive deals for new emails in Hiver shared mailboxes

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Create Trello cards for new emails in a Hiver shared mailbox

Create Zendesk Sell deals for new mails in Hiver shared mailboxes

Get messages about new emails in Hiver shared mailboxes via Slack

Tools commonly connected to Hiver

Hiver Automation questions

Ready to automate your work in Hiver?