> For the complete documentation index, see [llms.txt](https://docs.ebrain.ai/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.ebrain.ai/mail/smart-automation.md).
# Smart mail automation
Smart automation lets eBrain quietly tidy your inbox for you. When you turn it on, eBrain can automatically **label incoming mail** so it stays organised, and **write draft replies** that wait in your Drafts folder for you to review, edit, and send.
{% hint style="success" %}
**Drafts only - eBrain never sends an email without your permission.** Both labeling and drafting are read-and-prepare actions. Sending is always a manual step you take yourself.
{% endhint %}
## Before you start
A few things to know up front:
* **It is opt-in and per account.** You turn automation on for each mailbox separately. Switching it on for one mailbox does not affect your others.
* **It runs on Gmail today.** Outlook accounts show the same settings, but automation does not actually run on Outlook yet (see [Gmail only, for now](#gmail-only-for-now)).
* **It may also need to be enabled for your workspace.** The feature ships off by default and is being rolled out. If your toggles appear but nothing happens, the workspace-level switch may not be on for you yet.
{% hint style="info" %}
If you turn the toggles on but no labels or drafts ever appear, the platform-level switch may not be enabled for your workspace yet. Contact your admin to confirm it is turned on for you.
{% endhint %}
## Where to find it
Open the **Mail** page and switch to the **Configuration** tab at the top. There you will see:
* An **account switcher** with one tab per connected mailbox (each showing a Gmail or Outlook icon and the email address), plus an **Add account** link that takes you to Settings to connect more mailboxes. See [Connecting your accounts](/account-and-settings/integrations.md).
* A card for the selected account showing its email, provider, and a **Default** badge if it applies. If the account lost authorization, you will see "This account needs to be reconnected." Reconnect it to restore mail and automation.
* Two sections below the card: **Email labeling** and **Email drafting**.
## Turn on automatic labeling
When labeling is on, incoming Gmail is sorted with labels so your inbox stays organised.
{% stepper %}
{% step %}
## Open the account
In the **Configuration** tab, select the Gmail account you want from the account switcher.
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{% step %}
## Switch on Email labeling
Turn on **eBrain automatically labels your mail**. Your Gmail labels appear, split into two groups.
{% endstep %}
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## Sort your labels into two groups
* **Move these out of my inbox** - mail that gets one of these labels is archived out of your inbox and lives under the label instead.
* **Keep these in my inbox** - the label is applied, but the mail stays in your inbox.
Drag a label between the two groups to change how it behaves.
{% endstep %}
{% step %}
## Create, rename, or delete labels as needed
Use the **+** to create a new label (you give it a **Name** and a **Color**, or choose "No color"). A label's "..." menu lets you **Rename** or **Delete** it. Deleting a label removes it from your Gmail account and from every message using it, and can't be undone. Gmail's own system labels can't be modified or deleted - only your own.
{% endstep %}
{% endstepper %}
**Good to know:** labeling is additive. eBrain only *adds* labels (and only removes a message from your inbox when you've put that label in the "move out" group). It never deletes your other labels. Newsletters and bulk mail are labeled too, since they're prime candidates for sorting.
## Turn on automatic draft replies
When drafting is on, eBrain writes a draft reply for new incoming Gmail messages that warrant one, following your instructions. The draft lands in your Gmail Drafts - you review, edit, and send (or discard) it yourself.
{% stepper %}
{% step %}
## Switch on Email drafting
For the selected Gmail account, turn on **eBrain automatically drafts replies**.
{% endstep %}
{% step %}
## Add your drafting instructions
A **Drafting instructions** box appears. Tell eBrain how replies should be written: tone, sign-off, language, and things to avoid. For example: *"Keep replies short and friendly. Sign off with 'Best, '. Never commit to meetings without checking my calendar."*
Your instructions auto-save as you type - you'll see "Saving..." then "Saved". You can write up to 10,000 characters.
{% endstep %}
{% step %}
## Review drafts in your Drafts folder
eBrain prepares drafts in your Gmail Drafts. Open one, edit it if needed, and send it when you're happy. Nothing goes out until you send it.
{% endstep %}
{% endstepper %}
{% hint style="warning" %}
eBrain only ever creates drafts. It never sends a reply on your behalf. Every draft waits for you to review and send it manually.
{% endhint %}
### Smart skips, so you don't get junk drafts
eBrain does **not** draft replies for:
* Newsletters and mailing lists
* No-reply and automated senders
* Your own sent or outgoing mail
It also won't create a second draft if a reply draft already exists on that conversation.
### Drafts that respect your real schedule
When writing a reply, the drafting assistant can consult your **calendar, mail, and contacts**. That's why an instruction like *"never commit to a meeting without checking my calendar"* actually works - eBrain checks before it commits.
## Gmail only, for now
Automatic labeling and drafting run on **Gmail accounts only** today.
* **Email labeling on Outlook:** the section shows "Label management is available for Gmail accounts only. Outlook categories aren't supported yet." There's no labeling toggle for Outlook.
* **Email drafting on Outlook:** the drafting toggle and instructions box appear for Outlook accounts, but auto-draft does not actually run on Outlook. The settings exist for parity, not function - only Gmail accounts produce automatic drafts.
## How automation fits with the rest of Mail
| Action | Opt-in or approval? |
| ---------------------------- | ---------------------------------------------------- |
| Auto-labeling incoming Gmail | Opt-in per account |
| Auto-drafting Gmail replies | Opt-in per account; creates drafts only, never sends |
| Sending an email | Always a manual click |
Once enabled, eBrain keeps watching that Gmail mailbox for new mail. Turning the toggle off stops it.
---
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