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Email Integration

Automatically create items from forwarded emails.

Overview

The email integration allows you to:

  • Forward emails to your project
  • AI automatically extracts items
  • Attachments are linked
  • Sender information is preserved

Forwarding Emails

Project Email Address

Each project has a unique email address:

  1. Open your project.

  2. Go to Settings > Email Integration.

  3. Copy the project email address.

  4. Format: project-[code]@inbox.sitewhiz.eu

Sending Email

  1. Forward an email to the project email address.

  2. Or put the address in CC/BCC.

  3. The email is automatically processed.

AI Processing

Automatic Extraction

When an email arrives:

  • Subject and content are analyzed
  • Items are suggested based on content
  • Attachments are linked to items
  • Sender is saved as reference

Suggested Items

The AI recognizes:

Type Example
Actions "Please provide the drawings next week"
Decisions "We have decided to choose option B"
Issues "A leak has been detected"
Questions "Can you confirm when..."

Confirming Items

  1. Go to Items in your project.

  2. Review the suggested items (marked as draft).

  3. Edit if needed.

  4. Click Confirm to create the item.

  5. Or click Ignore to remove the suggestion.

Reviewing Suggestions

AI-generated items are marked as draft until you confirm them. You retain full control.

Attachments

Supported Formats

Email attachments are automatically processed:

Format Processing
PDF Fully searchable, AI analysis
Images Linked to items
Office documents Converted and searchable
Drawings Added as floor plans

Viewing Attachments

  1. Open the created item.

  2. Scroll to the Attachments section.

  3. Click an attachment to open.

Email Threads

Following Conversations

For forwarded email threads:

  • All messages are analyzed
  • Items are created per relevant message
  • Chronology is preserved
  • Senders are registered

Preserving Context

Each item contains:

  • Original email content
  • Date and time
  • Sender
  • Thread reference

Configuring Settings

Enabling Email Integration

  1. Go to Settings > Email Integration.

  2. Toggle Email Integration on.

  3. Configure your preferences.

Preferences

Setting Description
Auto-confirm Create items directly without review
Process attachments Analyze PDFs and documents
Notifications Alert on new email items

Security

Allowed Senders

Restrict who can send emails:

  1. Go to Email Integration settings.

  2. Toggle Allowed senders only on.

  3. Add email addresses or domains.

Spam Protection

The system automatically filters:

  • Spam and phishing
  • Newsletters
  • Automated messages

Troubleshooting

Email Not Received

If an email is not processed:

  1. Check the project address for typos.

  2. Verify email integration is enabled.

  3. Check if sender is allowed.

  4. Wait a few minutes for processing.

Items Not Created

If no items are suggested:

  1. Check if the email contains relevant content.

  2. Review the Processed Emails log.

  3. Create items manually if needed.