Email Monitoring
Email monitoring connects your support inbox to DeskClone AI. When a new email arrives, Jarvis automatically creates an issue from it - no manual work required. Your support email becomes a pipeline that feeds directly into your issue queue, where Jarvis can help resolve it.
What Email Monitoring Does
Once connected, DeskClone AI periodically checks your email inbox for new messages. When it finds one:
- The email is read and parsed (subject, body, sender, attachments referenced)
- An issue is created in your Issues list with the email content
- Jarvis can then help you investigate and resolve the issue using your knowledge base
This means support emails do not sit in your inbox waiting for someone to notice them. They become trackable, searchable issues that your team can work through systematically.
Email monitoring creates issues from incoming email. This is different from Smart Import's email history feature, which imports old email threads as knowledge base content. Monitoring is ongoing; import is a one-time historical pull.
Connecting Gmail
Go to Integrations
Navigate to Integrations in the sidebar. This is where email monitoring is configured.
Click Connect Google Account
Click the Connect Google Account button. You will be redirected to Google's authorization screen.
Grant permissions
Google will ask you to grant DeskClone AI permission to read your email. This is read-only access - DeskClone AI does not send, delete, or modify any emails in your account.
Configure your settings
After authorization, you will be returned to the Integrations page. Configure:
- Allowed senders - filter which email addresses or domains create issues (leave empty to accept all)
- Poll interval - how often to check for new email
Start with a specific allowed sender list (like your support email alias) rather than accepting all senders. This prevents personal emails or spam from creating issues.
Connecting Outlook
Go to Integrations
Navigate to Integrations in the sidebar.
Click Connect Outlook Account
Click the Connect Outlook Account button. You will be redirected to Microsoft's authorization screen.
Grant permissions
Authorize read access to your Outlook mailbox. Like Gmail, this is read-only.
Configure settings
Set your allowed senders and poll interval, same as Gmail.
Both Gmail and Outlook accounts appear on the same Integrations page. You can connect multiple accounts if your team uses both providers.
Configuring Allowed Senders
Allowed senders control which incoming emails become issues. You can filter by:
- Specific email addresses - only emails from these exact addresses create issues
- Domains - any email from
@example.comcreates an issue
If you leave the allowed senders list empty, every incoming email will create an issue. For most teams, setting at least a domain filter is recommended to avoid spam.
Setting the Poll Interval
The poll interval controls how frequently DeskClone AI checks your inbox for new email. A shorter interval means faster response to new emails, but most teams find the default setting works well.
Reconnecting When Auth Expires
Occasionally, your email connection may need to be re-authorized. When this happens, you will see a red Auth Expired badge on the account card.
Find the expired account
Go to Integrations in the sidebar. The affected account will show a red "Auth Expired" badge.
Click Reconnect
Click the Reconnect button on the account card. Do not click "Connect Google Account" or "Connect Outlook Account" - those are for adding new accounts.
Re-authorize
Complete the authorization flow with Google or Microsoft. All your settings (allowed senders, poll interval, etc.) are preserved - you do not need to configure anything again.
Click Reconnect on the existing account card, not "Connect Google Account" at the top. The reconnect button preserves all your settings. Adding a new account would start fresh.
How Emails Become Issues
Here is the flow from inbox to issue:
- Email arrives in your connected inbox
- DeskClone AI polls your inbox at the configured interval
- Sender check - if you have allowed senders configured, only matching emails proceed
- Issue created - the email becomes an issue in your Issues list with the subject as the title and the body as the description
- Email thread tracking - replies to the same email thread are grouped together in the same issue
- Team notification - the issue appears in your issue list, ready for your team or Jarvis to handle
What's Next
Now that email is flowing into issues, learn how to manage and resolve them in Managing Issues.
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