--- title: "Email on the record: connect your mailbox via IMAP" description: "Toolyte pulls email from your mailbox and attaches each message to the matching record. Assigned by a fixed rule, analysed only on your click." url: "https://toolyte.com/en/features/email/" language: "en" last_updated: "2026-08-29" alternate: "https://toolyte.com/de/funktionen/email/index.md" --- > Index: https://toolyte.com/llms.txt · Full content: https://toolyte.com/llms-full.txt Feature · Email # Your mail belongs on the record, not just in the mailbox. Toolyte pulls the email out of your existing mailbox and attaches each message to the record it is about. No moving, no filing after the fact, no new mailbox. [Try it free](https://app.toolyte.com/signup) [See how it works](https://toolyte.com/en/features/email/#so-funktioniert) 14 days free · no credit card needed New message to info@ m.berger@holzbau-demo.de Good morning, how are things looking for the roof truss appointment? You were going to get back to us. Record · Quote Assigned automatically Q-2041 Roof truss Berger 5 messages in the thread, the new one on top Demo Holzbau GmbH Link 01 · The moment everyone knows ## The customer asks where things stand. Three people start searching. The enquiry came to info@. A colleague sent the quote from their own Outlook. The follow-up question sits with accounting. And the customer waits on the line while you search. Usually you find the mail. Sometimes only once the job is already wobbling. With Toolyte you open the record. Everything is there, in the order it arrived. Where are we with the roof truss? The quote came from you, you were going to get back to us. Emails 4 threads · Q-2041 Roof truss Berger - RE: Quote roof truss — appointment? Demo Holzbau to info@: How are things looking for the appointment? You were going to … Wed - Question about payment terms Accounting to Demo Holzbau: Could we offer you 14 days net? A quick reply would … Thu - Quote Q-2041 roof truss Sander, sent from Outlook: Please find the quote as discussed, valid until … 05 Mar - Enquiry: new-build roof truss Demo Holzbau to info@: We are planning a timber-frame new build and would need … 02 Mar 02 · How it works ## Connect, assign, approve. What is unambiguous, Toolyte does itself. What is not stays with you. The whole feature works on that principle. 1. Step 1 ### Connect your mailbox You add your existing mailbox via IMAP and SMTP. On saving, Toolyte checks the credentials against both protocols, so you know straight away whether it works. Several mailboxes are fine too, say info@ and accounts@. Who sees which mailbox is something you release per mailbox. 2. Step 2 ### Mail lands on the record Toolyte fetches your mailbox on a schedule, inbox and sent folder. If a sender address matches exactly one record, it is linked. No AI, just a fixed rule. Only on exactly one match. Otherwise the mail stays unlinked in the list and you assign it yourself. 3. Step 3 ### Enquiries become records The AI suggests what could be created from a message: one form per suggestion, fields filled in, existing values alongside, required fields marked. Whether it does so by itself or only on “Analyse” is set per mailbox. The suggestion is a preview, only your click creates anything. You can discard it at any time — and anyone who wants no analysis at all switches the mailbox's level off. 03 · You approve ## An enquiry can become a record. But it doesn't have to. If a message matches no record, it gets analysed — by itself or on your click, depending on the mailbox's level. The AI shows you what could come of it: one form per suggestion, the fields filled in, existing values alongside, required fields marked. - You see the preview before anything exists - Every field can be corrected, every record can be deselected - Existing records are linked, never changed Nothing is created until you approve it. [Try it free](https://app.toolyte.com/signup) Toolyte suggests Enquiry apply - **Subject:** New-build roof truss, quote? - **Received:** 14 Mar, 09:14 - **Preferred date:** Week 18 - **Source:** Email to info@ Contact apply - **Company:** Demo Holzbau GmbH - **Contact person:** Martin Berger - **Email:** m.berger@holzbau-demo.de 04 · What the AI may do ## Per mailbox, you decide how far the AI may go. Three levels, one per mailbox, changeable at any time. The office mailbox may think ahead, accounting only when asked, the personal one not at all. - ### Automatic Default Every incoming message is analysed, the suggestion is ready and waiting. You open the mail and already see what could come of it. Still, nothing is created before you click. - ### On click only Nothing happens by itself. You decide message by message. The “Analyse” button is there, you are the one who presses it. That is how it worked so far, and how it stays if you want it that way. - ### Off The AI does not touch this mailbox. Fetching, assigning, reading and writing carry on — the assignment compares addresses and needs no AI. Only the button to analyse is gone. Mailboxes - info@timberworks-demo.co.uk Enquiries should be prepared before anyone opens them Level: Automatic - accounts@timberworks-demo.co.uk Accounting reviews invoices itself Level: On click only - owner@timberworks-demo.co.uk Personal mail stays untouched Level: Off The level applies to the whole mailbox, not per person. Whoever manages the mailbox may change it. 05 · By voice ## “Tell Max Müller the appointment is confirmed.” The window opens immediately, the text follows. You read it, change it, send it. You dictate the task, you don't hand over control. - The window opens immediately, the text follows You don't wait for the AI — you already see the recipient and can read along while it is being written. - The form of address is copied, not invented Someone on first-name terms for months stays on first-name terms. Toolyte reads the previous correspondence instead of inventing a register. - Even without a stored contact The text is written all the same, you just enter the address yourself. Tell Max Müller the appointment on Tuesday is confirmed. From **office@holzbau-demo.de** Window open To **m.mueller@mueller-demo.de** Appointment confirmed Hi Max, the appointment on Tuesday is confirmed. We'll be on site at 7:30. Best regards First names, because your last twenty mails used first names. 06 · In detail ## Connecting, reading, writing — what the feature actually does ### Connecting mailboxes IMAP and SMTP, no forwarding You send and receive through your existing account. No foreign address, no second mailbox. Several mailboxes side by side Office, invoices, personal — each keeps running on its own. Access per mailbox Either for selected people or for everyone in the business, which then also covers future colleagues. AI level per mailbox Automatic, on click only, or off entirely. Automatic is the default, and switching is possible at any time without reconnecting the mailbox. Passwords never in the database Credentials sit in a separate secrets store, used only to fetch and send. Pause instead of delete A paused mailbox stops fetching; the messages already filed stay in place and readable. Checked when you save, watched afterwards Toolyte checks the credentials separately against IMAP and SMTP, so you learn right away whether fetching and sending work. Later you see per mailbox when it last fetched and whether there was a connection error — and you can pull new mail immediately instead of waiting for the schedule. ### Reading One inbox for all mailboxes “All mailboxes” shows the shared list; a coloured dot on each row says where a message came from. Conversations, not single letters Question and answers sit together as one thread, even if someone replied from their own program in between. The sent folder is read too That is why a colleague's reply from Outlook appears in the thread without anyone filing it. Filter by link, search across everything Inbox, “Not linked”, Sent, and per module the messages assigned to it. Search covers sender, subject and the title of the linked record. Read status is per mailbox, not per person A shared mailbox is worked through together. Messages in a thread count as read once they were briefly on screen while scrolling. Responsibility per message Assignable to several people too. Every message also has its own address, copyable and shareable, on the phone as at the desk. Remote images only on click Otherwise merely opening the mail tells the sender that it was read. ### Writing The compose window stays open You keep working, look things up, switch records. The text stays where it is. Sender selectable at any time With several mailboxes, right in the header of the window, even mid-sentence. Reply goes to everyone involved The CC line fills itself; your own mailbox stays out of it. Reply and forward come prefilled with “RE:”/“FW:”, recipients and the quote. Attachments from two sources From your device or from a linked record, including documents generated there, searchable. When forwarding, the original attachments come along from the start. Viewer for images and PDFs You page through every attachment without downloading anything. The quote of the original message stays formatted and can be folded away. Attach records right in the window You link the mail to customer, quote or job while writing, instead of searching for it later. Sent through your mailbox The message also lands in the “Sent” folder of the program you are used to. 07 · Data protection ## Where your mail sits and who can read it Short enough to forward, concrete enough for whoever carries the liability. The uncomfortable parts are here too, because you need to know them before you connect a mailbox. ### What Toolyte reads - The connected mailbox, in full The fetch reads every message in the mailbox you connect. It says so here because that is how it is. - What goes to the AI is what the level allows The assignment compares addresses and needs no AI. The analysis does: on the “Automatic” default, every incoming message of that mailbox goes through it. If that is not what you want, set the mailbox to “On click only” or “Off”. - Remote images are defused A sender's tracking pixel only fires once you allow images. Until then nobody learns that you opened the mail. ### Where access and data sit - Credentials in AWS Secrets Manager Encrypted, not in the application's database. Used only to fetch and send. - AI in the EU Data Zone (Microsoft Azure) All AI calls run through a gateway inside the EU Data Zone. No training on customer data. - Mailboxes released per role Roles control who sees which mailbox. Managing a mailbox does not mean reading along in it. 08 · What there isn't ## The limits, so you don't have to find them out yourself ### No drafts The window stays open while you navigate. Reloading the tab discards the text. ### Attachments up to 20 MB per message Anything larger you send as before, via a link to the file. ### No automatic replies Toolyte only writes what you dictated. Nothing is sent without you. 09 · Frequently asked ## What people usually ask before connecting ### Do I have to change my mailbox? No. You connect your existing mailbox via IMAP and SMTP. Toolyte sends through your mail server, recipients see your usual address, and sent mail sits in your own sent folder. One-click login with Google or Microsoft 365 does not exist today; you connect with mailbox address and password. ### What happens to mail that matches nothing? It stays in the list, unlinked. You assign it yourself or have a new record suggested from the enquiry. With several possible matches, Toolyte deliberately does not decide. ### Will my apprentice see the accounting mail? Only if you release the mailbox for their role. Access is granted per mailbox, and managing a mailbox does not mean reading along in it. ### Does an AI read all my mail? That is your decision, per mailbox. “Automatic” is the default: every incoming message of that mailbox then goes through the analysis, so the suggestion is ready when you open it. On “On click only” that happens when you ask for it, on “Off” not at all. The fetch and the assignment by address rule run without AI either way. ### Can I switch the AI off entirely? Yes, per mailbox. On the “Off” level nothing is analysed any more, the “Analyse” button is gone. Fetching, assigning, reading and writing carry on. So the office mailbox can think ahead while the personal one stays untouched. ### Does the AI write my replies? Only if you dictate them. “Tell Max Müller the appointment is confirmed” opens the window and writes the text, which you read and change before sending. Toolyte never writes on its own: no automatic replies, no signatures. PDF attachments are not read out. ### How do I see why a mail was assigned? Above the text it says what it was assigned to and why: the sender address matches exactly one record. If it matches several or none, Toolyte assigns nothing. ### Are there drafts? No. The compose window stays open while you navigate, but reloading the tab discards the text. Attachments are capped at 20 MB per message. ### Does Toolyte change existing records automatically? No. Messages are linked, not written into fields. New records appear only once you approve the suggestion. ### What if I cancel Toolyte? Your mail stays in your own mailbox, including what was sent through Toolyte. Toolyte is a second view onto it, not a new mailbox. ## The next enquiry lands on the record. Connect the mailbox, look at the first suggestion, decide. Everything else stays as it is: your mailbox, your address, your mail server. [Try it free](https://app.toolyte.com/signup) 14 days free · no credit card needed Still comparing? [Every feature at a glance](https://toolyte.com/en/features/)