Connect MailStore

Requirements

• Your workspace needs at least a Business license
• A configured On-premises connector in which a MailStore server (IMAP) is already set up as a service. The mail archive is reachable only through your company network, direct access from the internet is not intended.
• The credentials for the MailStore archive (username and password)

Connect MailStore

1. Go to Settings, Data sources
2. Click “+ Data source”, then “Connect mail archive”
3. Give the data source a name (e.g. “Sales mail archive”)
4. Under “MailStore server (on-premises connector)”, select the matching service. Server and port come from the connector.
5. Enter the username and password for the archive
6. “Encrypted connection (implicit TLS, port 993)” is enabled by default.
7. “Verify TLS certificate”: if your MailStore server uses a self-signed certificate, leave this option disabled.
8. Under “Which folders to index?”, select the folders you want. Click “Test connection & load folders” to load the folder tree. Without a selection, all folders are indexed (up to 50 folders). To exclude a subfolder of a selected folder, untick it: the parent folder then shows a dash (partially selected), the exclusion appears below the tree as “without …”, and its cross takes it back.
9. Optional: under “Only mails from”, set a start date. If you leave the field empty, all mails are included.
10. Click “Connect mail archive”. The initial indexing starts automatically.

What gets indexed?

• The emails from the selected folders of the archive (or from all folders if you do not make a selection)
• For each message, the subject, sender, recipients, date, and text content are made searchable
• Attachment file names are captured as well, so the AI knows which attachments belong to a mail
• The same mail is often filed in several folders in the archive. It is indexed once, but all filing locations stay visible, so the AI can show where a mail is stored

Synchronization

After the initial setup, the archive is reconciled automatically on a regular basis, typically about once an hour:

• Newly added mails are included
• Removed mails are taken out of the index
• Already indexed, unchanged mails are not processed again

You can also trigger the sync manually at any time: open the data source and choose “Sync now”.

Search emails in the chat

After indexing, the archived emails are automatically available to the AI. You do not need to do anything special, just ask questions:

“What was agreed with the Hansen company on the framework contract in 2023?”

“Summarize the archived correspondence about complaint no. 4471.”

“Is there a commitment on the payment terms in the archive?”

The AI searches the archive and provides answers with source references. The source reference also shows which folder the respective mail is filed in.

Privacy

• Your mail archive data source is visible only to you at first
• Other users and administrators cannot view the mail content as long as you do not share the data source
• The credentials are stored encrypted and are used solely to reconcile the archive
• The connection to the archive runs through your on-premises connector and therefore stays entirely within your network

Share the data source

A mail archive data source is personal at first. The current state is shown at the top of the detail view: the data source is visible only to you at first, and no one else can access it.

Here is how you grant access to others:

1. Open the data source and click “Share data source”
2. Add the desired groups and people via “Add group or person …”. The picker shows all existing groups and people right away, grouped by kind; you only need to type if you want to narrow the list down. Anyone who already has access is greyed out and marked “Already granted”
3. Click “Save access”

If everyone in the workspace should have access, pick the group “Alle Mitglieder”.

The groups and people you have granted access can then also search the archived emails in the chat. You can adjust or fully revoke access at any time by opening the share dialog again and removing individual entries.

Manage the data source

Detail view

Click on your mail archive data source to open the detail view:

• Mail list: all indexed messages with status and date
• Statistics: number of indexed, pending, and failed messages
• Sync now: trigger a manual reconciliation

Change settings

The server and username are fixed and cannot be changed afterwards. For a different account, create a new data source. The folder selection and the other options, however, can be adjusted at any time. A changed folder selection triggers a re-index. Mails already read in from an excluded folder disappear from search in the process. If you leave the password field empty while editing, the stored password stays unchanged.

Delete the data source

1. Open the detail view of the data source
2. Scroll down to the Danger zone
3. Click “Delete data source”

When deleting, all indexed data is removed. The emails in the MailStore archive itself remain unchanged.