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Gmail Integration

The Gmail integration lets agents read incoming emails (questionnaires, RFPs, inbound leads) and send outreach emails on your behalf — always with your explicit approval before anything is sent or acted on.

Prerequisites​

  • An active Ariftly account at app.ariftly.io
  • A Google account (personal or Google Workspace)
  • At least one deployed agent (Sales Agent or AI Readiness Agent)

Connect Gmail​

  1. Go to Dashboard → Integrations → Gmail
  2. Click Connect Gmail Account
  3. Authorize Ariftly in the Google OAuth flow — you will see a consent screen listing the specific permissions requested
  4. Once authorized, your Gmail address appears in the integrations panel as Connected

You can connect multiple Gmail accounts. Each agent can be configured to use a specific connected account for outbound sending, and a separate account for inbound monitoring if needed.

What agents use Gmail for​

AI Readiness Agent — Inbound Questionnaire Processing​

Procurement teams send questionnaires by email. Instead of manually extracting and uploading them, you can configure the AI Readiness Agent to process them automatically:

  • Set up a Gmail filter to forward emails matching keywords like "questionnaire", "security review", "AI readiness", "vendor assessment", or "RFP" to relay+ai-readiness@ariftly.io
  • The agent receives the forwarded email, extracts all attached documents and inline questions, and starts a questionnaire.respond task automatically
  • Within minutes, a draft response appears in your Approvals inbox — grounded in your connected knowledge base and codebase

This means a 40-page questionnaire that would previously take your team two to four weeks now produces a complete draft in hours. Your compliance or legal team reviews the draft, makes any edits, and approves it for sending — all in the Ariftly dashboard.

Sales Agent — Personalized Outbound​

The Sales Agent drafts personalized outreach emails for each lead it discovers. The drafts are submitted as approvals — nothing leaves your Gmail account until you explicitly approve:

  • Every draft shows the full email body, the recipient's name and company, and the signal that triggered the outreach (e.g., "recently raised Series B", "uses your target tech stack", "posted a job for an AI engineer")
  • You can edit the draft before approving — change the tone, add a personal note, adjust the subject line
  • Once approved, Ariftly sends from your connected Gmail address — recipients see your real address, not a bulk sending domain

Reply tracking: When a lead replies to an approved email, the Sales Agent receives the reply signal (via gmail.readonly), logs it as a pipeline event, and queues a follow-up task based on your configured follow-up cadence. You retain full control — every follow-up also requires your approval before sending.

Forwarding setup for inbound questionnaires​

To automatically route questionnaire emails to the AI Readiness Agent:

  1. In Gmail, go to Settings (gear icon) → See all settings → Filters and Blocked Addresses
  2. Click Create a new filter
  3. In the Subject or Has the words field, enter keywords: 
    questionnaire OR "security review" OR "AI readiness" OR "vendor assessment"
  4. Click Create filter
  5. Check Forward it to and enter: relay+ai-readiness@ariftly.io
  6. Click Create filter

All forwarded emails automatically create a task in Ariftly. You will see the task in Dashboard → Tasks and any resulting draft in Dashboard → Approvals.

tip

Add the ariftly-processed label in the same filter to keep your inbox organized. Processed questionnaires will be labeled automatically.

Required Gmail permissions​

PermissionWhy
gmail.sendSend approved outreach emails from your account
gmail.readonlyRead inbound questionnaire emails and reply signals
gmail.labelsApply labels to processed emails for organization
gmail.composeStage drafts before they are sent (used for the approval preview)

Ariftly requests only these four scopes — no access to your full inbox history or contacts. You can review the active OAuth scopes at any time under your Google Account permissions.

Outbound sending limits​

Ariftly respects Gmail's daily sending limits. For standard Gmail accounts (500 emails/day) and Google Workspace accounts (2,000 emails/day), the Sales Agent's approval-gated sending cadence is well within these limits.

If you are running large-scale outreach, consider using a dedicated Google Workspace sending account connected separately from your primary inbox.

Revoking access​

To disconnect Gmail:

  1. Go to Dashboard → Integrations → Gmail
  2. Click Disconnect next to the account

This immediately revokes Ariftly's OAuth token. No further emails can be sent or read from that account. Any pending approvals that were set to send from that account will move to Blocked status.

You can also revoke access directly from Google Account → Security → Third-party app access.

Troubleshooting​

Forwarded emails are not creating tasks

  • Confirm the forwarding address is exactly relay+ai-readiness@ariftly.io (no spaces, no typos)
  • Check that Gmail has confirmed the forwarding address — Gmail sends a verification email to the relay address the first time you add it; this is handled automatically when you set up the integration, but if the filter was created manually before connecting Ariftly, you may need to reconnect

Approved emails are not sending

  • Verify the Gmail account is still connected in Settings → Integrations
  • Check if the Google OAuth token has expired — reconnect the account if the status shows Needs reauthorization

Sales Agent drafts do not include my name in the signature

  • Go to Agents → Sales Agent → Settings → Outbound Profile and configure your sender name, title, and signature template

What's next​