Mailboxes
Set up a Dedicated mailbox (forwards)
Create a dedicated mailbox (e.g. assistant@your-company.com) and tell people to forward anything worth keeping. Each sync reads the mailbox: the message text and its document attachments (PDF, Word, Excel…) become searchable documents. To read an existing mailbox in full instead, use the Full mailbox (auto-read) source.
- Create the mailbox with your mail provider and note its IMAP settings (Gmail: imap.gmail.com; Microsoft 365: outlook.office365.com).
- If the account has two-factor authentication, create an app password for it (Gmail and Microsoft 365 require this).
- Documents → Dedicated mailbox (forwards): enter the IMAP server, the address and the password; choose access groups, Test, then Sync.
| After a message is ingested | Move it to an “Ingested” folder (default — keeps the inbox an empty queue), mark it read, delete it, or leave it untouched. Note: in “mark it read” mode only UNREAD mail is picked up — anything a person already opened is never ingested, so prefer “move” on a mailbox people also read. |
|---|---|
| Archive folder | Ingested messages are stored permanently in this folder on the Naxis Assistant server — cleaning the mailbox never removes knowledge. Blank picks the server's durable data folder automatically; set it only if whoever runs the server says otherwise. |
What comes in
- The message body becomes one document, and so does each document attachment (PDF, Word, Excel, PowerPoint…); inline images, signatures and anything over 50 MB stay out.
Ads & automated mail
Mail no human wrote — ads, newsletters, receipts, notifications, auto-replies, spam — is skipped by default, so an auto-forwarding rule pointed at this mailbox never floods answers with noise. Mail a person forwards by hand is always kept: forwarding rewrites the headers the filter reads. A skipped message is not moved, marked or deleted — to ingest absolutely everything, switch off “Skip ads & automated mail” under Advanced and it is picked up on the next sync.
Access
Everyone in the chosen access groups can ask about what lands in this mailbox — share its address accordingly.
The same message forwarded twice is ingested once — identified by its Message-ID, not which folder it lands in.
Last updated 20 Sep 2026