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Google Email Agent

Learn how to connect a Google Email account to Optimly and deploy an AI-powered agent that can read and respond to incoming emails on your behalf.

What is a Google Email Agent?​

A Google Email Agent is an LLM-powered assistant that integrates with your Gmail inbox to:

  • Read incoming emails and respond in your brand’s tone
  • Use your connected knowledge sources to generate relevant, accurate responses
  • Operate automatically or in assisted/manual mode
  • Help with support, sales, onboarding, and internal requests directly from your inbox

Connect Your Google Email Account​

To begin:

  1. Navigate to the Integrations section in your Optimly dashboard.
  2. Click on the Google Email card and select Connect.
  3. A Google login window will appear. Sign in with the Gmail account you want to link.
  4. Grant Optimly the necessary permissions to:
    • Read email threads
    • Send emails on your behalf
    • Access metadata for analysis and response generation

You can revoke access at any time from your Google account settings.

Setting Up Your Google Email Agent​

Once connected, proceed to create your agent:

  1. Go to the Agents section.
  2. Click + Add, then select Google Email Agent.

1. Basics​

  • Agent Name & Avatar: Define how your agent will appear in the Optimly dashboard.
  • Connected Email: Select the Gmail account you connected previously.
  • Email Filters: (Optional) Apply filters based on labels, subject lines, or senders to restrict which emails the agent should respond to.

2. Configuration​

  • Behavior: Define the agent’s role (e.g., support, sales, HR), tone, and level of formality. Use the prompt generator to create detailed instructions.
  • Model: Choose the LLM backend (e.g., GPT-4 or GPT-4o mini).
  • Knowledge Restrictions: Limit the agent to only use approved knowledge content or allow it to respond freely when no knowledge is found.
  • Manual Approval Mode: Enable review before any email is sent out.

3. Knowledge Base​

Power your agent with company-specific content to improve the quality of responses:

  • Upload documents (PDFs, text files, Google Docs)
  • Add relevant website URLs
  • Link YouTube videos with internal or product explanations
  • Import internal documentation or FAQs

4. Tools and Automations​

Enhance your agent’s email capabilities with:

  • Suggested Replies: Drafts are created for review before sending.
  • Auto Mode: Automatically respond to eligible emails without human review.
  • Thread Memory: Keep track of ongoing conversations for context-aware replies.
  • Conversation Tags: Classify emails by category (support, billing, product inquiry, etc.).

Reviewing and Managing Responses​

To view or manage conversations:

  1. Go to the Conversations section from your agent card menu.
  2. View threads, approve drafts, or switch between Manual and Auto modes.
  3. Use filters to review responses by status, sender, or category.

You can disable the agent at any time if you want to pause responses.

Need assistance with email setup or compliance questions? Contact us at contact@optimly.io.