Setting Up Email Integration

Email integration connects your inbox to Really Focus, automatically extracting tasks from your emails and helping you manage client communications.

Supported Email Services

Really Focus currently supports:

• Microsoft Outlook (via OAuth)
• IMAP (any email provider including Gmail)
• Gmail OAuth Coming Soon

Connecting Your Email

Microsoft Outlook (OAuth)

To connect Microsoft Outlook:

1. Go to Team Settings > Mailbox Settings
2. Click Add Mailbox and select Microsoft
3. Click the Connect button to authenticate with Microsoft
4. Follow the authentication prompts to grant Really Focus access
5. Your mailbox will be connected and emails will start syncing automatically

IMAP Configuration (Including Gmail)

To connect any IMAP-compatible email provider:

1. Go to Team Settings > Mailbox Settings
2. Click Add Mailbox and select IMAP
3. Enter your email provider's IMAP settings:
   • Host: Your provider's IMAP server (e.g., imap.gmail.com)
   • Port: Usually 993 for SSL or 143 for TLS
   • Encryption: SSL (recommended) or TLS
   • Username: Your full email address
   • Password: Your email password or app password
4. Click Test Connection to verify your settings
5. Save the configuration

Email Privacy and Security

When connecting your email:

• OAuth providers (Microsoft) use secure authentication without storing passwords
• IMAP passwords are encrypted and stored in Azure Key Vault
• Passwords are never stored in our database
• You can disconnect your mailbox at any time
• All email data is encrypted both in transit and at rest
• Only emails from your clients are processed based on your client contact list

Automatic Email Task Extraction

Once your email is connected, Really Focus automatically:

• Scans incoming emails from your clients for action items
• Creates tasks automatically based on email content
• Detects deadlines mentioned in emails
• Prioritizes tasks based on sender and content urgency
• Associates tasks with the correct client and project
• Links back to the original email for context

How Email Processing Works

Our AI email processing system:

1. Fetches emails every 10 minutes from connected mailboxes
2. Filters emails to only process messages from your client contacts
3. Analyzes content using AI to identify actionable items
4. Creates tasks with appropriate descriptions and due dates
5. Assigns tasks to the relevant client and project
6. Notifies you about important new tasks in your daily planner

Coming Soon: Gmail OAuth Support

We're working on adding native Gmail OAuth support, which will provide:

• One-click Gmail connection without app passwords
• Enhanced security through OAuth authentication
• Better integration with Gmail-specific features
• Automatic token refresh for seamless connectivity

In the meantime, you can connect Gmail using IMAP with an app password.

Troubleshooting Email Integration

If you encounter issues with your email integration:

• OAuth connection problems: Try disconnecting and reconnecting your Microsoft account
• IMAP connection issues: Verify host, port, and authentication settings
• Gmail authentication errors: Make sure you're using an App Password, not your regular password
• Missing emails: Check that the sender is in your client contact list
• Sync delays: Emails are processed every 10 minutes
• No tasks created: Ensure emails contain actionable content and are from client contacts

Email Integration Best Practices

To get the most from email integration:

• Maintain your client list: Only emails from client contacts are processed
• Use clear subject lines: Helps AI better understand email context
• Include deadlines: Mention specific dates for better task scheduling
• Review generated tasks: Adjust priorities and descriptions as needed
• Keep contacts updated: Add new client email addresses to ensure processing