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Connect a Gmail mailbox to an AGO agent. AGO reads each new email, puts it in a category, and applies the actions you chose for that category: add a label, mark it as read, archive it, prepare a reply, reply on its own, or forward it to a colleague. You decide how far AGO goes, category by category. Most teams start with labels and drafts, then let AGO reply on its own for the categories where its drafts are sent without changes.

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What you need

  • An AGO administrator account
  • A Gmail or Google Workspace mailbox you can sign in to
  • An agent whose knowledge covers the questions this mailbox receives, if you want AGO to prepare replies
Connecting Gmail requires Google sign-in to be enabled on your AGO environment. If the connect buttons are greyed out, contact AGO support. On Google Workspace, your Google administrator may need to allow the AGO application first.

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Connect a mailbox

1

Choose the mailbox type

Open Channels > Mailboxes, then click:
  • Connect my mailbox for your own inbox. Only you can see it in AGO.
  • Connect a shared mailbox for an address such as contact@ or support@. You can then add the colleagues who follow it.
2

Sign in with Google

A Google window opens. Sign in to the mailbox and keep the Gmail permission ticked. AGO asks for one permission once; the actions it takes are then limited by your settings in AGO.
3

Check how AGO sorts your emails

After the connection, the Preview tab opens. Click Preview my latest emails: AGO shows the category it would give each recent email and the actions it would take, without changing anything in your mailbox.If a category is wrong, pick the right one. AGO remembers it for that sender.
4

Choose what AGO does

Open What AGO does:
  1. Pick the agent that writes the replies.
  2. For each category, choose the actions. New mailboxes start with six categories (To respond, FYI, Invoices & payments, Meetings, Notifications, Newsletters & promotions); rename, delete or add your own. Describe each category in a sentence: AGO uses the description to sort emails.
  3. Click Save on each category you change.
From then on, AGO processes new emails as they arrive. Emails already in your inbox when you connect are left alone.

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Actions per category

Replies look like the ones you write in Gmail: they stay in the conversation, and the original email is quoted below the answer, introduced by the date and the sender, in the mailbox language. Type the address to forward to: a colleague, even one who does not use AGO, or someone outside your organization such as your accountant. AGO warns you when an address is outside your organization, to catch typos. A forward looks like one you would write yourself: a short note from AGO at the top stating the category or rule, the sender and whether the sender was verified, then the original email in full with its sender, date, subject and recipients, and its attachments. When the original email is larger than 18 MB, AGO forwards its text without the attachments and the note asks the recipient to open the original in the mailbox.

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Rules

Categories sort every email into one place. Rules handle precise cases on top of that, in your own words: “a customer asks for a quote”, “an invoice above 10,000 euros”, “a message from our bank”. Several rules can apply to the same email. In What AGO does > Rules, click Add a rule, then:
  1. Give it a name.
  2. Under When the email…, describe something visible in the email, and say what does not count. For example: “A customer asks for a quote or a price proposal. A payment reminder does not count.” Vague rules apply badly.
  3. Under Then, choose what AGO does:
  1. Click Try on my latest emails: AGO shows which of your last 20 emails the rule applies to, without changing anything in your mailbox or keeping their content. Click the question mark next to an email to see why the rule applies or not. Adjust the wording until the list is right, then click Save.
Before a rule marks an email as read, archives it or forwards it, a second, more careful AI model reads the email again and must confirm the rule. If it does not, the email stays in your inbox and the activity shows The second check did not confirm the rule. Labels and Keep in sight apply as soon as the rule matches. Each rule card shows how many times the rule applied in the last 30 days, and how many times the second check turned it down. Switch a rule off with its Active toggle without deleting it. A mailbox can have up to 100 rules.

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Move to automatic step by step

When most drafts of a category go out without edits, AGO says so on the category card, for example “11 of the last 12 drafts were sent without changes”. Click Switch to automatic, then Save. Even in automatic mode, AGO keeps a draft instead of sending when:
  • The sender is not verified, or, unless the mailbox replies to every verified sender, is not part of your organization or your trusted senders
  • The category is marked Sensitive
  • Someone already replied in the conversation, or AGO already replied automatically in it
  • The agent is not sure of its answer
  • The reply contains a credential stored in your AGO settings, such as an API key
  • The reply links to a website other than your organization’s, the sender’s or one cited in your knowledge base
  • AGO reached the limit of automatic replies to that sender for the day
  • The email arrived more than a week ago, for example while the mailbox was disconnected. AGO still sorts it and prepares the draft
  • You had already read the email when AGO processed it, for example on your phone. AGO also leaves it in your inbox

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Senders

In What AGO does > Senders, choose who gets automatic replies:
  • Trusted senders only (default): verified senders of your organization or of your trusted senders. Everyone else gets a draft.
  • Every verified sender: anyone whose address passes the sender verification, new customers included. Unverified senders still get a draft, and every other safeguard still applies.
Then add email addresses or whole domains (@example.com):
  • Trusted senders can receive automatic replies, once their address is verified. Your organization’s domain is always trusted.
  • Ignored senders are left alone: AGO does nothing with their emails.

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Security checks

AGO checks every email before an AI model reads it:
  • Sender verification: AGO reads the SPF, DKIM and DMARC results Gmail records. An unverified sender never gets an automatic reply or forward.
  • Suspicious emails: hidden text, instructions written for an AI, a domain imitating a known one (acrne.com for acme.com), or a sender name hiding another address. These emails get the label AGO/⚠️ Review, stay unread in your inbox, and receive no reply.
  • Payments and passwords: requests to change bank details, urgent transfers, gift cards, passwords or codes are never handled automatically and are flagged for review.
  • Newsletters and automatic messages: AGO never replies to mailing lists, no-reply addresses or out-of-office messages, and never answers its own replies.
  • Hourly limit: past the number of automatic actions per hour set in Settings (20 by default), AGO pauses the mailbox and sends you a notification.
Replies to people outside your organization only use the public documents of the agent’s knowledge base.

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Privacy

Only the person who connected a mailbox, and the members of a shared mailbox, can see it in AGO. Conversations from mailboxes never appear in Chat History, analytics or exports. In Settings > Privacy, choose what AGO keeps:
  • Actions only (default): AGO records what it did and why, never the content of your emails. In Activity, senders and subjects are read live from Gmail.
  • Private history: AGO also keeps an encrypted copy of the sender, the subject, an excerpt and the drafts it wrote, for 7, 30 or 90 days.
In both modes, AGO also keeps a short encrypted explanation of why it chose each email’s category and rules, deleted after the same period (30 days by default). AGO super administrators can open a mailbox to help you with support. Every such access is listed in Settings > Access by super administrators.

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Follow and correct AGO

The Activity tab lists each processed email with its category and actions; an action taken by a rule shows the rule’s name. Click the question mark next to the category to see why AGO chose it and the rules, and why the second check confirmed them or not. Hover an action to see why AGO held it back. Turn on To review only to see suspicious emails and actions that were downgraded, blocked or failed.
  • Click the undo icon on an action to remove a label, mark an email as unread again, move it back to the inbox or delete a draft. Sent replies and forwards cannot be undone.
  • Move an email to another AGO/ label in Gmail: AGO remembers the new category for that sender.

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Pause or disconnect

  • Pause stops all actions. Emails received during the pause are not processed when you resume.
  • Settings > Disconnect revokes AGO’s access and deletes any stored email details. The activity history is kept.
  • Settings > Delete also deletes the activity history.
If Google revokes AGO’s access, for example after a password change, the mailbox shows Needs reconnection and you get a notification. Click Reconnect: your categories and settings are kept.