Understand email assistance¶
HiveAI's email integration can read selected information from a person's connected mailbox and prepare supported messages for reviewed sending. This page explains that behavior and its limits. It does not establish that a connected assistant journey has been delivered in your environment. Check HiveAI availability first; the frontend remains work in progress, and the current account chooser does not open a HiveAI application.
The mailbox guide, reading guide and sending guide describe the intended mailbox experience. Assistant email steps will be added once their screens and working connections are verified. A conversational answer is not evidence that a mailbox action happened.
Whose mailbox is involved¶
The integration uses the organization and person associated with the authorized assistant request. It supports that person's saved connection, folders, messages and sending records. It does not grant access to someone else's mailbox. Organization settings, provider sign-in and protected account changes have their own permission checks and confirmation steps.
Check the organization, work email and requested action before relying on a result. Keep passwords, application passwords, authorization PINs, provider tokens and sign-in return links out of conversation messages. Use the appropriate protected connection form when access needs repair.
What a read can tell you¶
| Information | What the integration returns | Limit to keep in mind |
|---|---|---|
| Connection | Saved mailbox state, provider and last validation information | This is not a new provider-health check. |
| Folders | Up to 50 folders, with recorded message and unread counts | A larger folder list may be incomplete. |
| Messages in a selected folder | The first page, up to 50 summaries | This read does not continue through every page or search the folder. |
| Selected message | Sender, recipients, subject, part of the body and attachment names | The body is limited to 8,000 characters; attachment contents are not returned to the assistant through this read. |
| Sending record | The stored sending state for the identified attempt | Provider acceptance, sender-side confirmation and recipient receipt remain different facts. |
An answer based on these reads must not be treated as a search of your entire mailbox. An omitted message, folder or passage may lie outside the returned information. The current response does not always signal these limits as a partial result. A blank result also does not establish that the mailbox is empty: an invalid selection, unavailable detail or provider-read limitation can produce no items.
Open the original message through an available, authorized mailbox client when you need its full body or attachments. Attachment names alone cannot support a summary of their contents. A recent assistant response time does not mean that every saved connection value or sending state was newly checked with the provider.
Review the proposed message¶
The assistant can prepare a message with one recipient, an optional recipient name, a subject and a body. Work-linked sending also carries the work reference. This form of sending does not support Cc, Bcc or attachments. Mentioning an attachment in the text does not include a file.
Before approving a supported proposal, check the exact recipient, subject, complete body, work association and organization. Confirm that the content is appropriate to send. The service checks the prepared message and the saved connected-mailbox version when processing a new execution. A changed connection can require a fresh proposal. The preview expires after five minutes; expiration, approval and reauthorization still depend on the delivered HiveAI journey enforcing their own rules.
Work-linked sending does not itself verify or complete the business task. Read email linked to a business task for the separate sending, verification and reporting outcomes.
Return from a protected mailbox step¶
Connecting or disconnecting a mailbox belongs in the protected mailbox screen, where you can check the work email and complete the required confirmation. The assistant's message must not ask you to paste a password, PIN or provider sign-in link into the conversation. Follow the mailbox connection guide for the intended ordinary connection flow.
Completing that mailbox step and returning successfully to the assistant are separate events. The mailbox may have changed even if the return expires, is interrupted or is rejected because the connection changed again. Check the saved connection first. If it already shows the intended result, ask for help recovering the original assistant step before repeating the change.
An invitation to open a message is not proof that a particular message or attachment was opened. The selected-message return and its connected interface still need verification. Use the available mailbox to inspect the actual message when needed. Exact assistant return steps will follow verified screens and working client behavior.
Understand completion and recovery¶
| Result or situation | How to interpret it |
|---|---|
| The assistant action completed | The email service returned a result. The message may still be queued or awaiting provider processing. |
| A saved action result is shown again | It records the earlier execution result; it does not necessarily refresh delivery status. |
| The connection changed | Review the current connection and prepare a fresh proposal when the interface requires it. |
| The result is unavailable or the response was lost | Preserve the original attempt and ask for its current status before considering another send. |
| The message is missing from an answer | Check the selected folder, first-page limit and original mailbox before concluding that it does not exist. |
Use sending recovery to distinguish queued, uncertain and provider-accepted outcomes. Repeating an instruction as a new action can create another attempt; a timeout is not proof that nothing happened. Support should reconcile the original action and sending reference, not ask you to keep sending until a success message appears.
Keep the organization, work email, approximate time, intended recipient and original action or sending reference when requesting help. Share message contents only through the approved support channel when necessary. Business owners should confirm actual communication and work outcomes rather than treating an assistant completion label as proof of delivery or task completion.