> ## Documentation Index
> Fetch the complete documentation index at: https://docs.cyberskill.world/llms.txt
> Use this file to discover all available pages before exploring further.

# EMAIL: Unified Inbox, Threaded Mail, and CRM Auto-Log

> CyberOS EMAIL brings your inbox into CyberOS with CRM activity auto-logging, threaded conversations, AI-assisted drafting, and tracked-domain controls.

EMAIL brings your inbox into CyberOS so that reading a client message, logging it as a CRM activity, and drafting a reply can happen in a single workspace without switching applications. It is the capture surface for the CRM activity feed: inbound and outbound emails for tracked domains appear automatically on the matching Contact and Deal timeline without any manual logging. Threads are organised like CHAT conversations so the context of a client relationship is always at hand. When you need to draft a reply, CUO (Genie) can compose it grounded in the CRM account history, open deals, and relevant KB documents — a contextual draft rather than a blank page. EMAIL also plays a role in outbound defence: DKIM, ARC, and BIMI signing ensure your messages reach inboxes and carry your brand's visual trust signal.

<Note>
  EMAIL is a P1 module currently in design phase. This page describes the designed functionality from the user perspective. Refer to the platform roadmap for GA availability details.
</Note>

***

## Core features

<CardGroup cols={2}>
  <Card title="Unified inbox" icon="inbox">
    Read and respond to all your email from within CyberOS. Threads from tracked-domain contacts surface alongside their CRM context — account name, open deals, recent activities — so you never need to switch to a separate email client for client correspondence.
  </Card>

  <Card title="CRM auto-logging" icon="bolt">
    Inbound and outbound emails to and from tracked domains are automatically logged as CRM activities on the matching Contact and Deal. No manual entry — the activity timeline updates the moment the email is sent or received.
  </Card>

  <Card title="Threaded conversations" icon="comments">
    Email threads are organised like CHAT threads. Replies, forwards, and inline quotes are collapsed into a single conversation view. You can @mention a CyberOS member within a thread to loop them in via CHAT without leaving the email.
  </Card>

  <Card title="AI drafting" icon="wand-magic-sparkles">
    CUO drafts outbound replies grounded in the sanitised email thread, the CRM account and deal context, and relevant KB documents. The draft is always a proposal — you review, edit, and send. CUO never sends email autonomously.
  </Card>
</CardGroup>

***

## CRM activity auto-logging

When an email arrives from a tracked domain, EMAIL identifies the matching CRM Contact and Account by the sender's email address and domain. The email is logged as an activity with kind `email` on the Contact and any open Deals linked to that Contact.

<Steps>
  <Step title="Email arrives">
    An inbound email arrives from `buyer@acme.com`. EMAIL checks whether `acme.com` is in your tenant's tracked-domain list.
  </Step>

  <Step title="Contact and Deal matched">
    CRM looks up the Contact matching `buyer@acme.com` and any open Deals where that Contact is the primary contact.
  </Step>

  <Step title="Activity logged">
    An activity row is inserted with `kind = email`, `source = email`, and the source event ID as the idempotency key. If a retry delivers the same email event twice, the deduplication constraint ensures only one activity appears on the timeline.
  </Step>

  <Step title="Deal timeline updated">
    The Deal's activity timeline shows the email with subject, timestamp, and direction (inbound or outbound). The Account Manager sees it the next time they open the deal — no notification unless they are mentioned.
  </Step>
</Steps>

<Warning>
  CRM auto-logging only fires for **tracked domains** you have explicitly configured. Personal email addresses and domains not on your tracked list are never auto-attached to CRM records. This boundary is enforced at the API level and is audited — misconfigurations that would auto-log personal email are blocked.
</Warning>

***

## Configuration

### Connecting your email account

<Tabs>
  <Tab title="Gmail / Google Workspace">
    <Steps>
      <Step title="Open Email settings">
        Go to **Settings → EMAIL → Connect account**.
      </Step>

      <Step title="Authorise with Google OAuth">
        Click **Connect Google account** and complete the OAuth flow. CyberOS requests the minimum required scopes: read, send, and modify (for archiving).
      </Step>

      <Step title="Select the inbox to sync">
        Choose which labels or folders to sync. CyberOS recommends syncing your primary inbox and Sent folder at minimum.
      </Step>

      <Step title="Confirm">
        Your email account is now connected. Existing threads from tracked domains will appear in the unified inbox within minutes.
      </Step>
    </Steps>
  </Tab>

  <Tab title="IMAP / SMTP">
    <Steps>
      <Step title="Open Email settings">
        Go to **Settings → EMAIL → Connect account → IMAP / SMTP**.
      </Step>

      <Step title="Enter server details">
        Provide your IMAP host, port, and security settings, plus your SMTP host and port. Enter your email address and password (or app-specific password if two-factor authentication is enabled).
      </Step>

      <Step title="Test the connection">
        Click **Test connection**. CyberOS will attempt to authenticate and retrieve the last 10 messages as a connectivity check.
      </Step>

      <Step title="Save">
        Once the test passes, save the configuration. Your inbox will sync within a few minutes.
      </Step>
    </Steps>
  </Tab>
</Tabs>

### Setting up domain tracking for CRM auto-log

Domain tracking controls which email domains trigger automatic CRM activity logging.

<Steps>
  <Step title="Open domain tracking settings">
    Go to **Settings → CRM → Tracked domains**.
  </Step>

  <Step title="Add domains">
    Enter the client or partner domain (for example, `acme.com`). You can add multiple domains. Only emails to or from addresses at tracked domains will auto-log to CRM.
  </Step>

  <Step title="Review and save">
    Review the list carefully. Every change to tracked-domain configuration is audited. Confirm and save.
  </Step>
</Steps>

<Note>
  Tracked-domain configuration is itself audited — every add, change, or removal writes a memory row. The CSO can review the full configuration history at any time.
</Note>

### Email templates

Create reusable email templates for common outbound scenarios (for example, proposal follow-up, meeting confirmation, payment request). Templates support merge fields that pull from CRM context: `{{contact.salutation}}`, `{{deal.name}}`, `{{deal.amount_vnd}}`, and `{{account.name}}`.

Access templates at **EMAIL → Templates → New template**. Templates are available to all members in your workspace and can be scoped to specific pipelines or deal stages.

***

## Integration with CRM

The EMAIL → CRM integration is bidirectional:

* **Inbound emails** from tracked domains appear as `email` activities on the matching Contact and Deal within seconds of arrival.
* **Outbound emails** you send from the CyberOS unified inbox are logged immediately on send.
* **Thread history** is available from the Deal timeline — click any email activity to expand the full thread without leaving the deal view.

When EMAIL cannot match an inbound message to a known Contact (for example, a new lead from a tracked domain with no existing Contact record), it surfaces a **Create Contact** prompt on the message. Accept the prompt to create a new Contact pre-filled with the sender's name, email, and domain-inferred Account.

***

## Integration with CHAT (AI drafting via @genie)

From any email thread, type `@genie` in the reply composer to ask CUO to draft a response. Genie has access to:

* The **sanitised email thread** (CaMeL quarantine prevents prompt-injection from inbound message content)
* The **CRM account and deal context** for the matched Contact
* **Relevant KB documents** (for example, pricing references, service descriptions, policy pages)

Genie returns a draft reply in the composer. You review, edit, and send — Genie never sends autonomously. The draft and any edits you make before sending are not stored in CRM context, only the final sent message.

<Tip>
  For complex proposals or sensitive client communications, use **@genie summarise thread** first to get a CRM-grounded summary of the conversation history before asking Genie to draft a reply. This ensures the draft reflects the full relationship context, not just the most recent email.
</Tip>


## Related topics

- [CRM: Sales Pipeline, Accounts, and Vietnamese Commerce](/modules/crm.md)
- [CyberOS CHAT: Team Messaging, Calls, and AI Teammates](/modules/chat.md)
- [CyberOS Glossary: Terms, Acronyms, and Concepts](/reference/glossary.md)
- [TIME: Billable Hours, Expenses, and Labour Compliance](/modules/time.md)
- [AI Gateway: Multi-Provider AI Routing with Cost Controls](/modules/ai-gateway.md)
- [VietQR Payments and Hóa Đơn Invoicing](/guides/vietqr-invoicing.md)
- [PORTAL: White-Label Client Portal for Service Agencies](/modules/portal.md)
- [Vietnamese Market Compliance in CyberOS](/guides/vn-compliance.md)
- [KB: Markdown Knowledge Base, Search, and AI Grounding](/modules/kb.md)
- [CyberOS AUTH: Sign-In Options, Roles, and MFA Setup](/modules/auth.md)