Office · Module
One inbox over the mailboxes you already have, linked to every record
Mail gives each user one inbox over connected Gmail, Microsoft 365 and IMAP mailboxes, with external threads linked automatically to the right party and record. AI triage, brand-voice drafts, shared and agent mailboxes, and governed sending are planned on top.
Coexistence first
Mail does not ask you to move your mailbox. It connects to Gmail and Microsoft 365 through their official APIs, after restricted-scope verification is recorded, and to other hosts such as Zoho Mail over IMAP and SMTP. The provider stays the system of record for mailbox content. Year 1 delivers the substitute: logging and sending from CRM and Service Desk records (W2). The full Mail client is planned for W3.
Private by default
Each user chooses a logging mode: metadata only, linked threads only, or full mailbox. Personal threads are never visible to others. Only threads linked to a record inherit that record's visibility, and a user can mark any thread private. Exclusion lists keep internal domains, personal contacts and sensitive senders such as legal counsel out of the log.
Threads that do the next step
Every external thread is matched to a party and ranked against open deals, tickets, candidates and projects. Above a confidence threshold it links; below it, Mail suggests. From the thread, Mail proposes Actions: create a lead, move a deal stage, create a task, log a promised document, schedule a meeting or raise a ticket. Each proposal shows its diff and risk tier and applies through approvals where required.
Rules you can trace
A deterministic rule engine with explicit AND and OR conditions, priorities, stop-processing and a per-message rule trace sits beside AI triage. Rules can be simulated against recent mail before they are switched on, and existing Gmail filters and Outlook rules can be imported with a report of anything that did not map.
A control a spam filter cannot give
Mail reads the provider's spam and phishing labels and never promotes a flagged thread to needs-reply. If a thread asks for a bank-detail change or a payment instruction, the resulting Action is blocked or forced into approval.
Shared and agent mailboxes
Shared mailboxes such as sales@ or hr@ get assignment, internal comments, collision warnings and routing to tickets or leads. A Digital Employee can receive its own mailbox alias and work through the Email-native agent to log, create tasks and draft, while external sends stay R3.
Features
What Mail includes
Gmail and Microsoft 365 connection
OAuth with least-privilege scopes, production only after provider verification is recorded (verify).
IMAP and SMTP for other hosts
Connect Zoho Mail and other providers with OAuth or app passwords where supported.
Logging modes
Metadata only, linked threads only or full mailbox, chosen per user, with private-by-default threads.
Unified inbox
Threads, provider labels, read state, star, archive and snooze across every connected mailbox.
Compose with Drive attachments
Rich text, per-mailbox signatures, send later, undo-send and only clean, scanned attachments.
Templates with record fields
Placeholders from party and record fields, with language variants.
Party side panel
Open deals and tickets, last meeting, pending envelopes and consent state beside every thread.
Auto-link to records
Threads link to parties and the most relevant open record with a confidence score, with manual link and unlink.
Thread to Action proposals
Create a lead or deal, move a stage, create a task or raise a ticket from the thread, with diff and risk tier.
Shared mailboxes
Team access with assignment, a being-handled-by lock, internal comments and collision warnings.
Deterministic rule engine
Conditions, actions, priority, stop-processing, simulation before enabling and a per-message rule trace.
Governed delegation
Send-on-behalf and send-as grants with expiry and revocation; send-as is an R3 Action.
Personal sequences
1:1 follow-ups with delays, stop on reply, business-hours sending, consent and suppression checks per step.
Agent mailbox alias
A Digital Employee receives mail and CC on an alias and uses the Email-native agent to log, task and draft.
Workflow
Ingest, link, propose and act
- 1
A provider change notification triggers incremental sync.
- 2
The logging mode and exclusion rules decide what is stored.
- 3
Parties are resolved and the best open record is linked above the confidence threshold.
- 4
AI triage sets intent and priority and proposes Actions with diffs and risk tiers.
- 5
Applied proposals run through the Action Bus; rejected ones feed the eval set.
Workflow
Shared mailbox to ticket
- 1
A message reaches a shared support@ mailbox.
- 2
A rule routes it to a Helpdesk ticket or a CRM lead.
- 3
A teammate is assigned and the being-handled-by lock prevents double replies.
- 4
The reply is logged as an activity on the party and ticket timeline.
AI
AI skills and Digital Employees
Thread linking
Deterministic contact-point match at W2, with a ranking model added at W3.
Triage
Priority, intent such as request, scheduling, pricing, complaint or invoice, needs-reply flag and suggested label.
Brand-voice drafts
Reply drafts grounded in Knowledge and the linked record, with citations.
Thread summary
What the thread says and what is pending from whom.
Hindi and Tamil drafting and translation
Translate incoming mail and draft replies, keeping the original, after per-language evals.
Digital Employees that use this module
- AI Executive/Team Assistant
- AI Sales Assistant
- AI Chief of Staff
They act through the same governed Actions as people; risky steps wait for approval.
Frequently asked questions
Does One3 host my mailbox?
No. Your mailbox and its filters stay with Google, Microsoft or your IMAP host. One3 links and governs the threads that belong to your records. Hosted mailboxes via a partner are only an evaluation item for W4.
Will my colleagues see my personal email?
No. Threads are private by default. Only threads linked to a record inherit that record's visibility, and you can mark any thread private.
When is the Mail client planned?
Logging and sending from records is the Year-1 substitute in W2, after provider verification. The unified inbox client is planned for W3.
Can an agent reply to customers on its own?
Only on intents the tenant pre-approves and only after the agent has earned that autonomy level. External sends by agents are R3 and approval-gated by default.
See Mail in your workflow
Tell us about your team and the outcomes you want. We will walk you through the apps, the Digital Employees and the plan for your industry.