Connecting mailboxes

Connect email mailboxes as a data source accessible to your organization or to specific workspaces. Mailboxes can be used to automate document processing when connected to a deployment as an upstream integration.

Authentication requirements

With the exception of Microsoft Outlook, AI Hub uses the Internet Mail Access Protocol (IMAP) to connect to mailboxes. For added security, AI Hub requires the use of app passwords to authenticate the connection. App passwords, sometimes called secure mail keys or application-specific passwords, are unique codes used in place of your primary login password. Typically, you must have multi-factor authentication enabled for your account to be able to create app passwords. Review your email service provider’s documentation for guidance on generating app passwords.

Connecting Gmail

1. In Workspaces, select a workspace to connect the mailbox to, then select the Data tab.

2. Click Add data source, then select Gmail.

3. Select who can access the mailbox contents:

   • Organization members: Connect the mailbox as a connector available to all workspaces. All members of all workspaces have access.

   • Workspace members: Connect the mailbox to the selected workspace. Only members of the selected workspace have access.

4. Enter a display name for the mailbox.

5. Enter your mailbox login credentials:

   • Email: The complete email address linked to the mailbox.

   • App password: Your generated app password.

6. Click Add.

Connecting Microsoft Outlook

AI Hub connects to Microsoft Outlook mailboxes through the Microsoft Graph API using the Microsoft Authentication Library (MSAL). Authentication is done with credentials from a Microsoft Entra ID app registration. This app registration must have the required Graph API permissions for AI Hub to be able to access your Outlook mailbox.

1. In Workspaces, select a workspace to connect the mailbox to, then select the Data tab.

2. Click Add data source, then select Outlook.

3. Select who can access the mailbox contents:

   • Organization members: Connect the mailbox as a connector available to all workspaces. All members of all workspaces have access.

   • Workspace members: Connect the mailbox to the selected workspace. Only members of the selected workspace have access.

4. Enter a display name for the mailbox.

5. Fill in your Microsoft Entra and mailbox details:

   • Client ID: The application (client) ID of your app registration.

   • Client secret: The value of the client secret added to your app registration.

   • Tenant ID: Your Microsoft Entra tenant ID.

   • User ID: The unique ID of the mailbox owner. Provide either the UserPrincipalName (UPN) or the user object ID.

     In Microsoft Entra, the UPN resembles an email address, such as someone@example.com.

6. Click Add.

Connecting Yahoo Mail

1. In Workspaces, select a workspace to connect the mailbox to, then select the Data tab.

2. Click Add data source, then select Yahoo.

3. Select who can access the mailbox contents:

   • Organization members: Connect the mailbox as a connector available to all workspaces. All members of all workspaces have access.

   • Workspace members: Connect the mailbox to the selected workspace. Only members of the selected workspace have access.

4. Enter a display name for the mailbox.

5. Enter your mailbox login credentials:

   • Email: The complete email address linked to the mailbox.

   • App password: Your generated app password.

6. Click Add.

Connecting other mailboxes

AI Hub supports connecting to the following additional email clients, using email and app password credentials.

• AT&T Mail

• GMX.com

• Mail.com

• Office 365

• Yahoo Mail AU/NZ, Yahoo Mail Deutschland, Yahoo Mail Plus, and Yahoo Mail UK

• Zoho Mail

1. In Workspaces, select a workspace to connect the mailbox to, then select the Data tab.

2. Click Add data source, then select Other mailbox.

3. Select who can access the mailbox contents:

   • Organization members: Connect the mailbox as a connector available to all workspaces. All members of all workspaces have access.

   • Workspace members: Connect the mailbox to the selected workspace. Only members of the selected workspace have access.

4. Enter a display name for the mailbox.

5. Select an email client.

6. Enter your mailbox login credentials:

   • Email: The complete email address linked to the mailbox.

   • App password: Your generated app password.

7. Click Add.

Updating connected mailboxes

You can change the authentication credentials you used to connect your mailbox. This might be necessary if, for example, you needed to reset your email account’s primary login credentials, something which typically resets all app passwords.

1. In Workspaces, select All workspaces, then select the Data tab.

2. In the data sources list, click the overflow icon

   
   of the mailbox to update.

3. Select Modify configuration.

4. Make any changes then click Update to confirm.

Removing mailboxes

Removing a connected mailbox disconnects it and revokes AI Hub access to its contents. Integrations that rely on the connected mailbox stop working.

1. In Workspaces, select All workspaces, then select the Data tab.

2. In the data sources list, click the overflow icon

   
   of the mailbox to remove.

3. Select Remove.

4. Click Remove, type the confirmation text, then click Remove to confirm.