Mailboxes
Set up a Full mailbox (auto-read)
Connect an existing mailbox — a shared box like info@ or support@, or a personal account — and every message in it, plus everything that arrives from now on, is read automatically. The mailbox itself is never changed: nothing is moved, marked read or deleted.
- Note the account's IMAP settings (Gmail: imap.gmail.com; many hosts: mail.yourdomain.com).
- If the account has two-factor authentication, create an app password for it.
- Documents → Full mailbox (auto-read): enter the IMAP server, the address and the password; choose access groups carefully (see below), Test, then Sync.
| Folders to read | Blank reads every folder — including Sent, where the answers your team writes live — except junk, trash and drafts. Or list specific folders, one per line. |
|---|---|
| Only mail newer than | A cut-off date; older mail is never read. Useful to keep ancient history out. |
| Ignore senders | Addresses or whole domains whose mail should never be ingested — one per line. |
What comes in
- Every message becomes one document, plus one more for each document attachment (PDF, Word, Excel, PowerPoint…) it carries.
- The same message seen in two folders — a copy in Sent and in an internal Projects folder, say — is ingested once, by its Message-ID.
Ads & automated mail
Mail no human wrote — ads, newsletters, receipts, notifications, auto-replies, spam — is skipped by default, along with junk/trash/drafts folders, and quoted reply chains are trimmed so long threads don't repeat themselves. “Ignore senders” catches what slips through. To ingest everything instead, switch off “Skip ads & automated mail” under Advanced — the ignore list holds either way.
Access
Everyone in the access groups you choose can ask about anything in this mailbox, with no per-message permission to narrow further — mind that before connecting a personal inbox, and share access accordingly.
Large mailboxes are ingested progressively over the first syncs — up to 1,000 messages are examined per sweep, and the rest continue next time. Microsoft 365 usually blocks IMAP passwords — your IT can allow them, or use a provider that supports app passwords.
Last updated 20 Sep 2026