Email - Data Source

The Email data source allows you to connect to your email account and index email content for AI-powered search and analysis. This feature enables you to search through your emails using natural language queries.

Access

note

To access the creation page, check Create an AI Assistant section!

Adding Email Data Source

Click on Email to add email as a data source. The process involves two main steps:

Step 1: Authenticate with Mail

In this step, you need to provide your email credentials to establish a secure connection to your email server.

Required Fields

Data Source Name

• Field: Data source's name
• Description: Enter a descriptive name for your email data source
• Default: Pre-filled with "E-Mail"
• 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

Gmail

• Server: imap.gmail.com
• Port: 993
• SSL: Enabled
• Note: You will need to use an App Password instead of your regular password Google documentation

Custom IMAP

• Server: Your IMAP server address
• Port: Usually 993 (SSL) or 143 (non-SSL)
• SSL: Recommended for security

Testing Connection

Before proceeding, use the TEST CONNECTION button to verify your credentials are correct. This will:

• Validate your email address and password
• Test the server connection
• Confirm SSL settings are working properly

Once the test is successful, 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 successful authentication, you'll be able to:

• 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 (like Inbox) to test the indexing process
• Consider indexing only recent emails initially to manage processing time
• Use folder selection to focus on relevant email 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

If you encounter issues:

1. Use the TEST CONNECTION button to diagnose problems
2. Check your email provider's IMAP documentation
3. Contact support through the IT SUPPORT link in the navigation
4. Review the logs section for detailed error messages

Next Steps

After successfully adding your email data source:

1. Configure your AI Assistant settings
2. Set up access rights for team members
3. Test search functionality with sample queries
4. Monitor logs for any indexing issues