Connect a mailbox and your agent can find and read emails, reply in a thread, send a new email or prepare a draft — during a call, and in the background through triggers.
Three ways to connect
| Tile in Integrations | For | Button |
|---|---|---|
| Gmail (inside the Google tile) | Gmail and Google Workspace mailboxes | Connect Gmail |
| Outlook Mail | Outlook and Microsoft 365 mailboxes | Connect Outlook |
| Mailbox (IMAP/SMTP) | Any other mailbox — GMX, web.de, mail on your own domain | Connect mailbox |
How connecting works:
- Click the connect button on the tile.
- You sign in to your mailbox on our partner's secure page (Unipile). HANC never sees your password.
- Back in HANC, the tile shows Connected as and the mailbox address.
Connect another mailbox replaces the connected mailbox; Disconnect removes it.
Adding the mail tool to an agent
Connecting a mailbox makes it available to the account. To let an agent use it, add the matching tool on the agent's Actions tab in Add Tool: Gmail is in the Google group, Outlook Mail in the Microsoft group, and Mailbox (IMAP/SMTP) in the Email group.
What the agent may do
Tick the actions the agent may use. Unticked actions are not available to the agent at all.
| Action | Description |
|---|---|
| Find emails | Search the mailbox |
| Read an email and its attachments | Open an email, including attached files |
| Reply in the thread | Answer within the existing conversation |
| Send a new email | Write a new email |
| Mark read or unread | Change the read status |
Rules and templates
| Setting | Description |
|---|---|
| Rules for the mailbox (optional) | Your own rules in plain words, e.g. "Only read mail when the caller is the owner. Never send mail outside our company." |
| Email templates (optional) | Named templates with a subject and text. The agent picks a template by name and fills in fields written as {{field}} — e.g. {{name}} or {{invoice_number}} — from the email or the conversation. The template text stays as you wrote it |
Who may use the mailbox in a conversation is up to you: write it in the agent's prompt or workflow — for example, that mail is read out only to the owner.
How sending is protected
- Before sending, the agent reads the recipient and the text aloud and sends only after a clear "yes".
- At most 3 emails per conversation.
- If asked, the agent saves the email to the mailbox drafts instead (up to 5 per conversation), so you review and send it yourself.
- In a background task (a trigger) the agent sends nothing except a summary to the fixed Owner email: otherwise it can only search and read the mailbox and prepare drafts.
Email in triggers
The New email trigger reacts to incoming mail in a connected mailbox — filtered by sender, subject, text or attachments — and can call you about it. Ready-made templates include Call me about important emails, New invoice by email and Morning mail digest. The trigger needs both the connected mailbox and the mail tool on the agent. See Triggers.
Related
- Google — Gmail together with Calendar, Drive, Contacts and Tasks
- Actions & Tools — all tools an agent can use
- Triggers — background work on new emails