Mailboxes
Set up a Dedicated mailbox (forwards)
Create a dedicated mailbox (e.g. assistant@your-company.com) and tell people to forward anything worth keeping. Each sync reads the mailbox: the message text and its document attachments (PDF, Word, Excel…) become searchable documents. To read an existing mailbox in full instead, use the Full mailbox (auto-read) source.
- Create the mailbox with your mail provider and note its IMAP settings (Gmail: imap.gmail.com; Microsoft 365: outlook.office365.com).
- If the account has two-factor authentication, create an app password for it (Gmail and Microsoft 365 require this).
- Documents → Dedicated mailbox (forwards): enter the IMAP server, the address and the password; choose access groups, Test, then Sync.
| After a message is ingested | Move it to an “Ingested” folder (default — keeps the inbox an empty queue), mark it read, delete it, or leave it untouched. Note: in “mark it read” mode only UNREAD mail is picked up — anything a person already opened is never ingested, so prefer “move” on a mailbox people also read. |
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| Archive folder | Ingested messages are stored permanently in this folder on the Naxis Assistant server — cleaning the mailbox never removes knowledge. Blank picks the server's durable data folder automatically; set it only if whoever runs the server says otherwise. |
Ads & automated mail
Mail no human wrote — ads, newsletters, receipts, notifications, auto-replies, spam — is skipped by default, so an auto-forwarding rule pointed at this mailbox never floods answers with noise. Mail a person forwards by hand is always kept: forwarding rewrites the headers the filter reads. A skipped message is not moved, marked or deleted — to ingest absolutely everything, switch off “Skip ads & automated mail” under Advanced and it is picked up on the next sync.
The same message forwarded twice is ingested once. Everyone in the chosen access groups can ask about what lands in the mailbox — share its address accordingly. Inline images and signatures are skipped; messages over 50 MB are left in the mailbox untouched.
Last updated 29 Aug 2026