Search Gmailyour customer correspondence in your AI knowledge base.

The plan is that 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.

Request a demo Cost check

Gmail

One click · included in the setup

Example question

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

1 Answer with source

Connection

How the connection is designed

The plan is to 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@ just as much as a personal one. Access is read-only, and only for the labels you select; nothing in the mailbox is moved, marked, deleted or sent. Whether your licence and your administrator’s policies allow this authorisation, for example via app access control in the Admin console, is something we check with you before we start.

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

Set-upThe connection is made with a click through your Google account and is included in the setup. 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

Which documents may be stored in 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

Examples of questions to 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

The connection is made in one click via the account and is included in the setup. Every source comes with its own logins, permissions and folder logic — we check the prerequisites at your company together beforehand.

Until then, and independently of it, you can upload files, whole folders, emails, photos and voice memos. Before we start, we go through real questions with you to see how the answers look.

Preliminary check

What we check in advance

Google’s authorisation usually applies to the whole mailbox; the plan is that 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, we check the route separately. 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 plan is that 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. Before we start, we go through the answers on real questions from your day-to-day work.

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

Both depend on 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 at 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 setup. 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?

The plan is that 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 — and clarify how Gmail fits in

In thirty minutes by video we show what answers with sources look like, and clarify whether and how Gmail can be connected at your company.