Using the Kahua for Gmail Plugin

The Kahua for Gmail plugin allows you to quickly and easily push email communications from Gmail to the Kahua platform. These communications then become part of the permanent project record.

Kahua for Gmail™ allows Gmail™ users to take any email and send it to the Kahua Platform. With the Kahua for Gmail plugin, users can:

  • Add the email to their Messages app.

  • Add the email to the Communications app.

  • Add the email to any other specified app like Punch List, RFIs, Change Orders and more.

For information in installing the Kahua for Gmail plugin, refer to Installing the Kahua for Gmail Plugin.

How to . . .

Email messages in your Gmail account can be added to your Messages app in a selected Kahua domain, the Communications app for a selected project, or as a reference item on a selected record in an application in a selected project.

To copy a message from your Gmail account to Kahua, complete the following steps:

  1. Open the Kahua for Gmail add-on by selecting the Kahua icon on the Gmail side panel. If the Gmail side panel is not visible, select Show side panel in the lower right corner of the page.


  2. If you have not already done so, select a message or conversation in your Gmail account.

  3. If necessary, complete the authorization process. For more information, refer to Complete the authorization process.

  4. You may automatically be connected to the appropriate project or partition. If not, select the appropriate domain by clicking on Change Domain or Select a Domain.

    Once the correct domain is selected, navigate to the appropriate subproject.

  5. Select one or more of the following options:

    Option Description
    Send To My Messages The selected email message is copied to your Kahua Messages inbox. The body of the email is copied to the body of the Kahua message and any attachments in the original email are attached as files on the Kahua message. Embedded images in the body of the email are removed.
    Copy to Communications The selected email message is copied to the Communications app in the specified project. The body of the email is copied to the body of the Kahua message and any attachments in the original email are attached as files on the Kahua message. Embedded images in the body of the email are removed.
    Add to app In the next step, you will determine if the email message or the message attachments or both are copied to a record in an app in the specified project. You will select the app, the record, and what to copy in the next step.

    Important To use this option, you must also select one or both of the previous choices.

  6. The Email Subject, Date and Time received appear here, copied from the email. These values can be edited. These fields will appear on the record in Kahua.

  7. If you selected only Send To My Messages or Copy to Communications, select Finish to copy the email message or conversation to Kahua.

  8. If you selected Add to app, you must click Next to select the appropriate application and record to associate the email with.

    Note You must also select Send To My Messages or Copy to Communications along with Add to app in order to proceed.

  9. Complete the following fields:

    Field Description
    Target application Select the application to attach the email or email attachments to. You must have a record in the target application to attach them to.
    Reference Type

    Select from one of the following options:

    • Supporting Document

    • Initiating Document

    • Destination Document
    Add email as reference The email is added as a PDF to the References section of the selected record in the target application. Embedded images in the body of the email are removed.
    Add attachments as reference The email attachments are added to the References section of the selected record in the target application.
    Select Document Select the record in the target application to attach the email or email attachments to.

  10. To review your selections on the previous page, click the back arrow . Click Finish when you are done.

  11. A confirmation message will appear, confirming that the email message has been added to Kahua.

You can configure the default actions for messages. The defaults can be changed when you are acting on a message.

To configure message defaults, complete the following steps:

  1. Open the Kahua for Gmail add-on by selecting the Kahua icon on the Gmail side panel. If the Gmail side panel is not visible, select Show side panel in the lower right corner of the page.


  2. Click the More actions ellipsis and select Settings.

  3. Select any or all of the following options to be your defaults when acting on a message:

    Option Description
    Send To My Messages The selected email message is copied to your Kahua Messages inbox.
    Copy to Communications The selected email message is copied to the specified project's Communications app.
    Add to app The selected email message is copied to a selected record in the selected app in the specified project.

    To use this option on a message, you must also select one or both of the previous choices. You can, however, select it alone as a default.

  4. Select the Back arrow to return to the plugin's main menu. You must select a new message for the new defaults to be applied.