Email Integration | AI Email

What is Email Integration?

The email integration allows you to manage emails directly from the WAzion Chrome extension:

✓ Connect IMAP/SMTP or Gmail/Microsoft 365 accounts with OAuth2
✓ View the email inbox alongside WhatsApp conversations
✓ Send and reply to emails without leaving the extension.
✓ AI classifies emails and generates automatic response drafts.
✓ Cross-context: the WhatsApp AI knows the client’s emails and vice versa.
✓ Assign agents to specific email accounts

Set up an email account

Step 1: Access Email in the dashboard

From the dashboard, click on “Email“ in the side menu. You will see the email accounts section.

Step 2: Add an account

Click on “Add account“ and enter your email server details:

Descriptive name (e.g.: “Support“, “Sales“)
Email address
IMAP server and port (to receive emails)
SMTP server and port (to send emails)
Username and password (are automatically encrypted)

Step 3: Test the connection

Use the “Test Connection“ button to verify that the IMAP and SMTP data are correct before saving.

Step 4: Assign agents

Select which agents will have access to this email account. Only the assigned agents will see the emails from this account in the extension.

AI Auto-Responder

The auto-responder analyzes incoming emails and generates responses using AI. You can configure it by account:

Draft mode: The AI generates a draft that the agent reviews before sending.
Automatic mode: The AI sends the response directly without agent intervention.
Schedule: You can activate it at all times or only outside of working hours.
Limit per thread: Control how many automatic responses are sent per conversation (1-10).

Emails in the Chrome extension

Once the account is set up, agents can:

✓ View the inbox with emails classified by AI (priority, normal, informational)
✓ Read emails in full screen with original HTML format
✓ Reply to emails or create new ones directly from the extension.
✓ See a client’s emails alongside their WhatsApp conversation.
✓ Use AI to generate response drafts with all the client’s context.
✓ Translate received emails to your language with one click.
✓ Open the customer’s WhatsApp conversation directly from an email.
✓ Compose emails with rich text editor (bold, lists, links)
✓ Search emails with advanced filters by sender, date, subject, and more
✓ Attach files to emails directly from the extension
✓ Manually link an email thread with a WhatsApp contact so that it appears in their sidebar.
✓ Search emails by recipient address and view the sender’s address in each thread.

Folders and organization

The inbox includes tabs to organize your emails:

✓ Inbox: Active emails pending management.
✓ Sent. Emails you have sent from WAzion or your mail server.
✓ Archived: Emails that no longer need attention but you want to keep.
✓ Postponed: Emails that you have postponed for later. They reappear in the inbox when the deadline you chose is reached.
✓ Spam: Spam. Senders marked as spam are automatically blocked.
✓ Trash can Deleted emails that you can restore if you need to.

Each tab shows a counter with the number of emails. You can restore emails from Archived, Spam, and Trash back to the inbox.

Multiple selection and bulk actions

You can select multiple emails at once using the checkboxes and apply bulk actions:

✓ Archive several emails at once
✓ Delete selected emails
✓ Mark as spam in bulk
✓ Restore emails from trash, archived or spam

Bidirectional synchronization

WAzion synchronizes your emails in both directions with your mail server:

✓ New emails appear automatically in WAzion.
✓ Archiving, deleting, or marking as spam in WAzion is reflected in your IMAP server.
✓ Changes made outside of WAzion (in Gmail, Outlook, etc.) are detected automatically.
✓ Update button to force an immediate synchronization

You can configure the IMAP folder mapping from the dashboard in the Email section, so that WAzion knows where to move the emails on your server.

Tags and agent assignment

Organize your email threads with color labels and assign each conversation to an agent.

Labels: Use the same color labels as in WhatsApp to classify email threads. They are displayed in the list to quickly identify the type of conversation.
Assignment: Assign each thread to an agent on your team. The name of the assigned agent appears next to the thread in the list so that everyone knows who is in charge.

Email signature

Set up a custom signature for each email account from the dashboard. The signature editor supports rich text, links, and image uploads (logo, profile picture). The signature is automatically inserted at the bottom of every email you send.

Schedule sending, postpone, and merge threads

Schedule shipment: Write an email and schedule its sending for a specific date and time. The email will be sent automatically when the time comes.
Snooze Remove a thread from your inbox temporarily. It will reappear as unread when the deadline you choose is reached (e.g., tomorrow at 9:00).
Merge threads: Combine two email threads from the same client into one. The messages and notes from both threads are merged into the destination thread.

Internal notes

Add internal notes to any email thread. The notes are visible only to your team and are never sent to the client. Use them to leave instructions, context, or reminders for other agents managing the same thread.

SLA indicators and priority

Email threads show visual indicators to help you prioritize:

✓ SLA badges that show the time elapsed since the last message from the customer
✓ Priority classification (urgent, high, normal, low) assigned by the AI
✓ Threads with expired SLA are visually highlighted to facilitate their identification.

Automatic rules

From the dashboard (Rules tab in the Email section) you can create rules that are automatically applied to incoming emails:

✓ Filter by sender, subject, or email content
✓ Actions: archive, delete, mark as spam, tag or assign to an agent
✓ The rules are evaluated in order of priority: the first one that matches is executed.

Quick connection with Gmail and Microsoft 365

In addition to the manual IMAP/SMTP setup, you can connect your Gmail or Microsoft 365 account with a single click using OAuth2. You just need to log in with your Google or Microsoft account and authorize access. You don’t need to look for servers, ports, or application passwords.

Smart reading of attachments

If you enable attachment transcription in the email settings, the AI automatically reads images, PDFs, and audio files attached to incoming emails. The extracted content is included in the context of the conversation, allowing the AI to respond with more information without you having to open each file manually.

Link email with WhatsApp contact

WAzion automatically links emails with WhatsApp contacts when it finds matches. If the automatic linking does not detect the relationship, you can manually link an email thread with any WhatsApp contact from the Chrome extension. Once linked, the emails from that contact appear in the sidebar alongside their WhatsApp conversation.

Email health panel

In the email settings of the dashboard, you will find a health panel that shows:

✓ Status of the IMAP/SMTP connection for each account
✓ Connection error alerts with history
✓ Controls to enable or disable AI functions (classification, auto-response, attachment transcription)

Email retention

You can set how long emails are retained in WAzion. The available periods are 30, 60, 90, or 180 days. The oldest emails are automatically deleted to keep the system agile.

Email statistics

In the statistics tab of the dashboard you can see:

✓ Total emails received and responded to
✓ Average response time
✓ Breakdown by agent
✓ AI classification of emails

Frequently Asked Questions

What email providers are compatible?

Any provider that supports IMAP/SMTP: Gmail, Outlook, Yahoo, corporate email, etc. OAuth2 is also supported for Gmail and Microsoft 365.

How many email accounts can I connect?

You can connect up to 10 email accounts per store. Each account can have different agents assigned.

Do emails consume credits?

Receiving and sending emails manually does not consume credits. Automatic classification with AI and draft response generation do consume AI credits.

How are emails related to WhatsApp?

WAzion automatically links emails with WhatsApp contacts using the client’s email address. When an agent opens a WhatsApp conversation, they can also see the emails from that client.

What is the auto-responder?

The auto-responder uses AI to generate responses to incoming emails. It can operate in draft mode (for agent review) or automatic mode (sends without review). You can limit how many automatic responses are sent per thread.

Are my email passwords secure?

Yes. IMAP and SMTP passwords are encrypted before being stored and are never displayed in plain text on the dashboard.