Email - Data Source
The Email data source connects to an email account and indexes email content for AI-powered search and analysis. Use natural language queries to search through indexed emails.
Access
Note
To access the creation page, check the Create an AI Assistant section!
Adding Email Data Source
Click Email to add email as a data source. The process has two steps:
Step 1: Authenticate with Mail
Provide your email credentials to establish a secure connection to the email server.
Required Fields
Data Source Name
- Field: Field: Data source's name
- Description: Description: Enter a descriptive name for your email data source
- Default: Default: Pre-filled with "E-Mail"
- Example: Example: "Company Email", "Personal Gmail", "Support Inbox"
Email Credentials
- E-mail (required): Your email address
- Password (required): Your email account password
- Server (required): Your email server address (e.g., imap.gmail.com, outlook.office365.com)
- Port (required): Server port number (default: 993 for IMAP with SSL)
- Use SSL: Checkbox to enable SSL encryption (checked by default for security)
Common Email Server Settings
- Server: imap.gmail.com
- Port: 993
- SSL: Enabled
- Note: You will need to use an App Password instead of your regular password. Google documentation
Testing Connection
Before proceeding, click TEST CONNECTION to verify credentials. This:
- Validate your email address and password
- Test the server connection
- Confirm SSL settings are working properly
Once the test passes, click CONNECT to establish the connection.
Security Note
Your email credentials are encrypted and stored securely. Never share your email password with others.
Step 2: Select Files and Folders to Index
After authentication:
- Choose specific email folders to index (Inbox, Sent, Drafts, etc.)
- Set up automatic synchronization schedules (daily, weekly, monthly)
Best Practices
- Start with a specific folder (e.g. Inbox) to test indexing
- Index only recent emails initially to reduce processing time
- Use folder selection to focus on relevant content
Troubleshooting
Common Issues
Connection Failed
- Verify your email address and password are correct
- Check if your email provider requires App Passwords (Gmail)
- Ensure your email account has IMAP enabled
- Verify the server address and port number
SSL Certificate Issues
- Try disabling SSL if your server doesn't support it
- Contact your email provider for correct SSL settings
- Ensure your firewall allows the connection
Authentication Errors
- Enable 2-Factor Authentication and use App Passwords
- Check if your account has been locked due to suspicious activity
- Verify IMAP access is enabled in your email settings
Getting Help
For issues:
- Use the TEST CONNECTION button to diagnose problems
- Check your email provider's IMAP documentation
- Contact support through the IT SUPPORT link in the navigation
- Review the logs section for detailed error messages
Next Steps
After adding the email data source:
- Configure your AI Assistant settings
- Set up access rights for team members
- Test search functionality with sample queries
- Monitor logs for any indexing issues