Search Gmail your customer correspondence in your AI knowledge base.

Emails and their attachments from the Gmail mailboxes and labels you share come into the knowledge base – enquiries, commitments, official notices and the PDF that was attached. This page covers the mailbox; Google Drive and shared drives are covered on the Google Workspace page.

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Gmail

One click · included in the set-up

Example question

“What did Ms Gruber last commit to regarding the window renovation at Mozartgasse 7?”

1 Answer with source

Connection

How the connection works

You grant access through Google itself: you sign in with your Google Workspace account and authorise the mailboxes to be read – a shared mailbox such as office@ as well as personal ones. Access is read-only, and only for the labels you select; nothing in the mailbox is moved, marked, deleted or sent. Depending on your licence and your administrator’s policies, the administrator allows the connection once, for example via app access control in the Admin console.

Once set up, synchronisation runs automatically: new and changed documents from Gmail are added without anyone having to upload anything.

Set-upOne click, included in the set-up: you connect via your Google account, subject to admin consent in your account. We agree beforehand which mailboxes and labels are read – ideally together with the person who manages your Google Workspace access. Shared mailboxes, delegated mailboxes and older years are included in that discussion.

Documents

Typical content: Gmail

The shared mailbox – office@, buero@, service@ – where enquiries and order correspondence arrive rather than with one person
Labels instead of folders: an email can sit under “Customer Huber”, “Quotes” and “2024” at the same time
Conversations in which enquiry, quote, follow-up question and commitment appear one below the other – often the only place where the sequence of events can be traced
Attachments that never made it into the filing system: the signed order, the cost estimate, the photos of the damage, the official notice as a PDF
Sent messages containing your own commitment word for word
Mailboxes of former colleagues that are kept on as an archive

Example questions

Questions you might ask your documents

“What did Ms Gruber last commit to regarding the window renovation at Mozartgasse 7?”
1 Answer with source
“In which email did the inspection report on customer Leitner’s fire alarm system arrive, and what was attached?”
2 Answer with source
“Which deadline did the building authority set in its letter on the extension in Gleisdorf?”
3 Answer with source

Start

Before a connection is set up

You connect it in one click via your account, and it is included in the set-up, subject to admin consent in your account. Together we agree which folders and areas to include.

You can also upload files, whole folders, emails, photos and voice notes at any time. In the demo you see the answers using sample documents from your industry; you check them against your own documents in the first weeks after go-live.

Preliminary check

What we check in advance

Google’s authorisation usually applies to the whole mailbox; only the labels you select come into the knowledge base. Spam and bin are not included. Beforehand, we clarify whether you have messages in confidential mode or with client-side encryption – their content may not be readable. We check whether older years are held in Google Vault or in an export rather than in the mailbox, and whether attachments were sent as a Drive link instead of a file; such files are stored in Drive and belong to the Google Workspace connection. If your mailbox runs on a private Gmail account rather than Google Workspace, that route is subject to a feasibility check. Calendars, contacts and chats are not documents and are not included. Whether personal mailboxes are added is something to be agreed within the company – we discuss it before we start.

FAQ

Frequently asked questions about this connection

We have used labels for years, but not consistently. Do we need to tidy up first?

Usually not. The search runs through the content of the message and its attachments; sender, subject, date and labels are taken along as attributes. Where a label tells us something, such as a customer name or a year, it helps with the assignment; a label called “Misc” adds nothing. In the first weeks after go-live, we go through the answers using real questions from your day-to-day work.

We use Drive and Gmail. Does this page apply, or the Google Workspace one?

Both use the same Google account. This page describes the mailbox: emails, conversations and attachments. The Google Workspace page additionally describes Drive and shared drives. Whether only the mailbox, only the file storage or both should be read in your company is something we decide together before we start.

What happens when someone leaves the company and their account is deleted?

The selection refers to the mailboxes that existed during set-up. If an account is deleted or access is revoked in the Admin console, the knowledge base stays as of the last sync, and the date on the source shows this. Whether the emails are first transferred to another mailbox is a decision for your company. Ideally, tell us about such changes in advance, and we will update the selection.

Payslips and HR matters also land in the office@ mailbox. Will everyone see them?

No. Permissions depend on document types and roles, not on the mailbox or label in which a message sits. Payslips, HR matters or fee notes can thus be reserved for a smaller group, even if they came in through the shared mailbox. Which document type a message and its attachment are assigned to is confirmed by a person during the first run. Your sharing settings in Gmail remain untouched; we decide before we start which roles you need.

Industries

Typical for these industries

Request a demo – with examples for Gmail

In a 30-minute video call, we use sample documents to show what answers with sources look like. After go-live, you connect Gmail in one click via your account.