# Mailbox and access — a step-by-step guide

Mailbox and access shows which mailbox the assistant answers, how it is connected and which colleagues see it in draften. This is where you reconnect it after it was disconnected, and test it.

**Before you start**

- **Mailbox owner role** — The owner manages the access and the connection; an editor sees the page.
- **The mailbox's sign-in** — To connect with the account you need the mailbox's sign-in details.

## Step 1 of 7: The assistant's mailbox

On the screen: In Settings → Mailbox and access, at the top: the mailbox address, the mail system, the status and your role.

Do this: This is the mailbox the assistant answers. **active** means the assistant can see into it; **disconnected** means you have to connect it again (a step below).

## Step 2 of 7: Other addresses of the mailbox

On the screen: The Other addresses of the mailbox line with an edit addresses link.

Do this: Aliases and former addresses you reply from in this mailbox. Mail from them is your own, not a customer's — the assistant does not answer it, and the wizard knows from them what you have already answered. Click **edit addresses**, type them separated by commas and save.

> Note: The mailbox owner and the organisation's managers change the addresses.

## Step 3 of 7: Mail access

On the screen: The Mail access card with the way the mailbox is connected.

Do this: How the assistant gets into the mailbox: a **connected account** (you signed in with the mailbox account), an **app registration** (a connection for the whole organisation, set by a manager) or an **IMAP login** (for other mail services). Each shows who set it up and when.

> Note: The assistant may only read mail and write drafts. It cannot send or delete anything — draften never asks for such a permission.

## Step 4 of 7: Connecting with the mailbox account

On the screen: The Reconnect Outlook button (Connect Gmail for Gmail).

Do this: Click it, sign in at Microsoft (or Google) with this mailbox's account and allow reading and drafting. Then you come back here.

> Note: When the mailbox loses access (a changed password, a withdrawn consent), its status is disconnected and the assistant skips it. Connect it again with the same button.

## Step 5 of 7: Test the connection

On the screen: The Test the connection button.

Do this: Click **Test the connection**. The assistant tries the access, the permission and reading the inbox, and shows the result of each. When the test passes for a disconnected mailbox, it switches itself back on.

## Step 6 of 7: Who may use the mailbox

On the screen: The Access to the mailbox card with people and their roles.

Do this: The owner and the organisation's managers always have access. Other members of the organisation get it here: an **editor** changes settings, instructions and knowledge, **read only** only looks. Change a role in the row; remove access with **Revoke**.

> Note: The mailbox owner manages the access. Who may do what is described in the administrators' page People and roles.

## Step 7 of 7: Grant access

On the screen: Under the list, the E-mail field, the Role choice and the Grant access button.

Do this: Type the e-mail of a member of the organisation, choose the role and click **Grant access**.

> Note: Only a member of the organisation can be added. A new member is invited by an organisation manager.

**The mailbox is connected** — The active status means the assistant can see into the mailbox. When it shows disconnected, connect it again and run the test.

- **A connection for the whole organisation** — An app registration is set up by a manager — the administrators' page Mail access for the whole organisation.
- **Model keys** — The mailbox's API keys card is for advanced use; see the administrators' page Model API keys.