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Connecting a Mailbox

Connect your Gmail or Microsoft 365 / Outlook mailbox so Uncog AI can keep your contacts, companies and key dates up to date from the mail you already send and receive. This guide also covers calendar import, pausing, and disconnecting.

What Uncog AI can and can't do with your mail

  • Access is read-only. Uncog AI can never send, reply to, label, move, delete or change anything in your mailbox.
  • For each email it records who it was between, its subject line and when it was sent, plus what it found (people, companies, dates and a one-line summary).
  • It never stores the body of an email. It never downloads attachments unless you turn on Use for Workflows for that mailbox.
  • Drafts, spam, trash and chats are not recorded at all.
  • Bulk mail, newsletters, no-reply senders, automated messages and mail only between your own team are skipped. Uncog AI notes that they existed so it doesn't look at them twice, but never reads what is inside them.

Connect a mailbox

  1. Go to Settings → Mailboxes.
  2. Choose Connect Mailbox (or Connect Another Mailbox if you already have one).
  3. Read the summary, then choose Continue to Google or Continue to Microsoft.
  4. Sign in and approve access. Leave the read-only permission ticked. Without it, the connection can't be completed.
  5. You return to Settings → Mailboxes and see Mailbox Connected. The first import starts shortly.

The first import brings in your recent mail (90 days by default, up to 2,000 messages). After that, Uncog AI checks for new mail about every 10 minutes. To check straight away, open the mailbox's actions and choose Sync Now.

Microsoft 365 at work

Some organisations require their Microsoft 365 administrator to approve Uncog AI before anyone can connect. If yours does, Microsoft will say so, and you'll need to ask your administrator. Mailboxes on an on-premises Exchange server can't be connected.

Import your calendar

Calendar import is a separate choice from the mailbox, with its own approval screen.

  1. In Settings → Mailboxes, find your mailbox and turn on the switch in the Calendar Import column.
  2. Read the summary and choose Continue to Google or Continue to Microsoft.
  3. Approve read-only access to your calendar.

Uncog AI reads your primary Google Calendar or Outlook Calendar only. It imports meetings with at least one person outside your business, from 30 days ago to 180 days ahead. It never reads event notes or attachments, private events, out-of-office time or internal-only meetings, and it never writes anything back. Imported meetings go straight onto the calendar without being analysed by the AI.

To stop, turn the switch off and choose Turn Off Import. Tick Also remove the events imported from this calendar if you want those events deleted too. Events a person created or edited in Uncog AI are kept.

Keep your own team's mail out

  1. Open the mailbox's actions and choose Internal Domains.
  2. Type each domain your team uses (for example acme.com.au) and press Enter. You can add up to 50.
  3. Choose Save Changes.

Mail where everyone is on one of these domains is skipped. Your mailbox's own domain always counts as internal.

Check on a mailbox

The table shows each mailbox's Status (Active, Needs Reconnect, Paused or Disconnected), Last Synced and how many Messages have been applied. Choose Sync History from the actions to see every sync run.

Pause, resume or reconnect

  • Pause stops syncing. Resume starts it again.
  • If the status is Needs Reconnect (for example, access was withdrawn at Google or Microsoft), choose Reconnect and approve access again. Syncing stops until you do, and the mailbox owner is emailed.

Disconnect a mailbox

  1. Open the mailbox's actions and choose Disconnect.
  2. If you want, tick Also remove data derived from this mailbox. This deletes the messages Uncog AI recorded, suggestions still waiting on them, and the interactions and calendar events the AI created from them. Contacts, companies, decided suggestions and events you accepted are kept. Documents already added to workflows stay there.
  3. Choose Disconnect Mailbox.

Nothing in the mailbox itself changes. For Gmail, disconnecting also withdraws Uncog AI's access with Google. Microsoft has no way for Uncog AI to withdraw its own access, so for a Microsoft mailbox also remove Uncog AI from your Microsoft account's app permissions.

Disconnecting also turns off Use for Workflows. You'll need to turn it on again after reconnecting.

Good to know

  • Anyone can connect their own mailbox. Each mailbox belongs to the person who connected it. There are no shared team mailboxes, and an address can only be connected once per account.
  • Members see only their own mailboxes. Owners and admins see every mailbox in the account and can pause, resume, disconnect it, or edit its internal domains.
  • Only the mailbox's owner can reconnect it or turn on Calendar Import or Use for Workflows. Owners and admins can turn these off.
  • What Uncog AI learns from mail (contacts, interactions, events and suggestions) belongs to the account, so everyone in it can see it.
  • How far back a new mailbox imports, and how much is applied automatically, are set in Settings → AI. See AI Settings.
  • Use for Workflows lets customers email documents for their cases. See Running Cases.