Read connected Gmail in Messages
Connect a work mailbox to read its available history and ask Scout about the evidence. Gmail access is read-only. Biosphere does not send replies, change Gmail labels, pay invoices or create orders from the messages it reads.
Connect a mailbox
- Open Configure, then Sources, Connections and Gmail, and choose Connect Gmail.
- Choose the intended Google account and select Gmail read access before continuing.
- Return to Biosphere and check the mailbox address and synchronization status.
- Open Messages to browse or search its threads.
Each Google account can be connected to one business in this environment. A business can connect several mailboxes. Only the person who connects a mailbox can initially read it. Business membership and support access alone do not grant permission to read mail.
If Gmail is not configured, ask an administrator to finish setup. A connection needs renewed consent when Reconnect needed appears. While syncing is on, new mail usually appears within about 15 minutes. Use Sync now when you need a check sooner. Importing the available history can take longer. Settings and Messages show how many messages are saved and still waiting; Scout can use only the messages saved so far. Last successful sync appears once the import and latest check finish without outstanding failures. During import, an available estimate says about. The start and last progress times show whether messages are still arriving. If Import stalled appears, use Sync now in mailbox settings.
Read messages and attachments
Up to date means the available history and latest changes have been checked. Any messages that could not be saved remain listed as needing attention. Attachment reading has its own status. History includes archived, sent, spam, trash and draft messages. Folder states remain visible evidence; moving a message to Trash does not erase its saved copy here. In Gmail Trash marks that state; Deleted in Gmail means the provider no longer has the message, while the saved correspondence remains available.
Messages hides Spam by default. Open Filter, choose Spam, then Include Spam to inspect it yourself. Scout cannot read or search Spam.
New incoming mail and supported attachments are read automatically. Spam, trash, sent mail and drafts are excluded from automatic reading. Historical attachments are kept with the saved message, while reading their contents happens when you choose Read message. You can download them after disconnecting the mailbox. Completed readings are reused.
Ready means reading finished. It is not approval of the suggested action. Attachments processing means body findings are preliminary. Needs review means some content is uncertain, unsupported or could not be read. Inspect What was read before relying on a summary; readable parts remain available when a sibling attachment fails.
Open a thread for its original plain text, findings and source links. Use Load more for long bodies or attachment text. Download file checks your mailbox permission again before returning retained attachment bytes.
Ask Scout
Ask Scout to find a message, extract a cited fact, explain an invoice or draft a reply. Check its source links and incomplete coverage. Draft replies stay in your restricted Scout conversation and are not sent or saved as Gmail drafts. Suggested contact or order links require a person’s review; they do not create or change orders.
Mailbox permissions also apply to retained findings, search results and affected Scout conversations. Support staff have no automatic access.
Share, pause or remove
The connector uses People with access to grant selected active business members Read messages or Manage mailbox access. An explicit mailbox manager can share access, change syncing and remove saved content. Give another member management access before the last manager leaves the business. Remove access ends that person’s access without deleting the history for everyone else.
Pause syncing stops scheduled checks. Disconnect stops acquisition and removes connection credentials while keeping acquired messages, attachments and findings. Use Reconnect to resume access to Gmail.
After disconnecting, Remove synced data explicitly removes the mailbox’s retained content and affected Scout conversations. Removal cannot be undone. It does not delete anything in Gmail or change related business orders.
Sample mail and pilot access
A mailbox labelled Sample data contains fictional correspondence, saved attachments and example findings. No Google account is connected to it.
The pilot uses an unverified Google app. Google may show an unverified-app warning and limits how many new accounts can connect. Publishing the OAuth app does not mean Google has verified it. A Workspace administrator can also restrict access. Ask an administrator if Google prevents connection. Mailbox permissions and the approved model connection still apply.