Email System Setup Guide

This guide walks you through setting up the email system for the first time.

Prerequisites

• Admin access to your tenant account
• Domain name for email sending (optional, can use default domain)
• Access to domain DNS settings (if using custom domain)

Initial Setup Steps

1. Configure Incoming Email Address

Your system automatically generates an incoming email address when you first access email settings. The format is:

{tenant-slug}@clients.autoch.at

Where:

• tenant-slug is your tenant's slug (or first 8 characters of tenant ID)
• domain is the canonical inbound domain clients.autoch.at (legacy inbound domains remain accepted if already assigned)

To view your incoming email address:

1. Navigate to Email Workflows page
2. Click Email Settings button
3. Your incoming email address is displayed at the top

2. Domain Setup (Optional but Recommended)

Option A: Use Emailit Integration (Recommended)

1. Navigate to Email Settings page
2. Enter your domain name (e.g., example.com)
3. Click Add Domain
4. Add the provided DNS records to your domain's DNS settings
5. Click Verify to check verification status
6. Once verified, click Create SMTP Credentials

DNS Records:

• Usually includes TXT records for domain verification
• May include MX records for email routing
• Propagation can take up to 48 hours

Option B: Use Custom SMTP

1. Navigate to System → Settings → Email
2. Enter your SMTP configuration:
   • Host (e.g., smtp.gmail.com)
   • Port (usually 587 for TLS or 465 for SSL)
   • Username
   • Password
   • From email address
3. Click Save

3. Create Your First Workflow

1. Navigate to Email Workflows page
2. Click New Workflow
3. Configure:
   • Name: Descriptive name (e.g., "General Inquiries")
   • Goal: Select workflow goal type
   • Priority: Set priority (higher = checked first)
   • Context: Add business information for AI
4. Add workflow steps:
   • Extract Information: Extract contact data
   • Send Response: Generate and send AI response
5. Click Save Workflow

4. Enable Auto-Response

1. In workflow editor, ensure workflow is Active
2. The Send Response step automatically enables auto-response
3. Responses are sent immediately after workflow execution

Verification Checklist

• [ ] Incoming email address is configured
• [ ] Domain is verified (if using custom domain)
• [ ] SMTP credentials are created (if using Emailit)
• [ ] At least one workflow is created and active
• [ ] Test email can be sent to incoming address

Testing

Test Email Reception

1. Send a test email to your incoming email address
2. Check Email Conversations page for the new conversation
3. Verify workflow matched correctly
4. Check that response was generated and sent

Test Workflow Matching

1. Send emails with different subjects/content
2. Verify correct workflows are matched
3. Check priority ordering (higher priority workflows checked first)

Next Steps

• Configuration Guide - Advanced domain and SMTP setup
• Workflows Guide - Creating complex workflows
• Troubleshooting - Common setup issues