How Smart access works
Section titled “How Smart access works”Smart access has three layers:
| Layer | What it decides |
|---|---|
| Company (Enable Smart Features) | Whether Smart can be used at all. |
| Mailbox | Which mailboxes Smart works on. |
| Email body ingestion | Whether timetoreply can read a mailbox’s email bodies. Summaries, evidence snippets and some other values need this. |
In short: the company setting decides whether Smart is used, and the mailbox settings decide where.
This lets you start with a small pilot group and add more mailboxes once you’re happy with the results. Keep a note of which mailboxes are in a pilot, so managers know where to expect Smart values.
Company admins control the company setting, Privacy Mode and which mailboxes take part. To turn these on, see How do I turn on Smart features?
Pausing vs deleting
Section titled “Pausing vs deleting”| Action | What happens |
|---|---|
| Pause (turn off Enable Smart Features) | Can be undone. Smart stops, but existing Smart data is kept until you delete it. |
| Delete stored Smart data | Permanent. Turns Smart features off and schedules deletion of Smart insights and stored, encrypted email body content. |
If email body ingestion is off for a mailbox, some Smart values may not show, even when Smart is turned on.
Microsoft permissions
Section titled “Microsoft permissions”| What it’s for | Permissions |
|---|---|
| Standard mailbox connection | offline_access, User.Read, Mail.ReadBasic |
| Login only | offline_access, User.Read |
| Reading email bodies | offline_access, User.Read, Mail.Read |
| Bulk add (admin consent) | offline_access, User.ReadBasic.All, Directory.Read.All, Mail.ReadBasic, Mail.Read |
| Calendar sync, if used | Calendars.Read |
Mail.ReadBasic is enough for reporting on email metadata. Mail.Read is needed to read email bodies for Smart.
Google permissions
Section titled “Google permissions”| What it’s for | Permissions |
|---|---|
| Standard mailbox connection | https://www.googleapis.com/auth/gmail.metadata |
| Google Workspace service account | https://www.googleapis.com/auth/gmail.metadata |
| Bulk add (admin) | gmail.metadata, plus Directory user and group read-only |
| Calendar sync, if used | Calendar events read-only |
| Reading email bodies | https://www.googleapis.com/auth/gmail.readonly |
| Chrome extension sign-in | userinfo.email, openid, userinfo.profile |
Existing Google mailboxes may need to be re-authenticated before their email bodies can be read for Smart.