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Gmail Channel Integration ​

Overview ​

The Gmail Channel integration allows your MyChatBot agent to communicate with users via Gmail. Your AI assistant can receive emails from clients, respond to their inquiries, and send attachments, creating a seamless communication experience through Gmail.

Features ​

  • Receive emails from clients and process them through your AI assistant
  • Send automated responses with your assistant's intelligence
  • Support for email attachments (images, documents, etc.)
  • Configurable reply delay to make conversations feel more natural
  • Integration with email notifications system

Setup Process ​

1. Gmail Account Configuration ​

Before setting up the Gmail Channel in MyChatBot, you need to have a Gmail account that will be used by your assistant:

  1. Create or use an existing Gmail account
  2. Ensure the Gmail account has necessary permissions for API access
  3. Make note of the Gmail address as you'll need it during the integration process

2. Connecting Gmail Channel in MyChatBot ​

  1. Navigate to the Channels tab in your MyChatBot dashboard
  2. Select the agent you want to connect to Gmail
  3. Find Gmail in the channels list
  4. Click the Connect button next to Gmail
  5. Enter your Gmail account information:
    • Gmail Address: The Gmail address you want to use for your assistant
  6. Click Connect Gmail
  7. You'll be redirected to authenticate your Gmail account
    • Follow the authentication steps from Google
    • Grant necessary permissions for MyChatBot to access your Gmail
  8. After successful authentication, you'll be redirected back to MyChatBot

3. Gmail Channel Settings ​

After connecting your Gmail account, you can configure the following settings:

  1. Connect assistant to this channel: Toggle to enable/disable the assistant for this Gmail channel
  2. Reply Delay: Set a delay time (in seconds) before your assistant responds to emails
    • This helps create a more natural conversation flow
    • Default is 30 seconds, but you can adjust based on your needs

How It Works ​

Receiving Emails ​

When a client sends an email to your configured email address:

  1. The email is automatically detected by the MyChatBot system
  2. The system extracts the following information:
    • Sender's email address (used as client identifier)
    • Email subject
    • Email body (text or HTML)
    • Any attachments
  3. The message is processed by your AI assistant according to its instructions
  4. Your assistant prepares a response based on its knowledge and capabilities

Sending Replies ​

When your assistant needs to respond to an email:

  1. The system composes an email with your assistant's response
  2. If the message contains links to images or files, they are automatically attached to the email
  3. The email is sent to the client with appropriate formatting and attachments
  4. All communication is tracked in your MyChatBot dashboard for review

Email Metadata ​

Each email processed by your assistant contains the following metadata:

  • Subject: Email subject line
  • From: Sender's email address
  • To: Recipient email address(es)
  • Attachments: List of attachment file names (if any)

Best Practices ​

Email Communication Guidelines ​

For optimal email channel usage:

  1. Clear Introduction: Ensure your assistant introduces itself in the first reply
  2. Consistent Tone: Maintain a consistent tone in all email communications
  3. Attachment Handling: Program your assistant to properly acknowledge when clients send attachments
  4. Signature: Consider adding a signature to your assistant's emails for professionalism

Assistant Instructions for Email ​

Include these examples in your agent's instructions to optimize email communication:

When responding to emails:
1. Start with a greeting appropriate for the time of day
2. Address the sender by name if available
3. Be concise but comprehensive in your responses
4. Sign off with your assistant name
5. Include relevant contact information in your signature

For emails with attachments:
1. Acknowledge receipt of the attachment
2. Reference the attachment in your response when relevant
3. If sending attachments, clearly mention what you're attaching

For handling follow-ups:
1. Reference previous email exchanges when appropriate
2. Maintain context throughout the email thread

Troubleshooting ​

Common Issues ​

  1. Gmail Not Receiving:

    • Check if the channel is enabled in your MyChatBot dashboard
    • Verify Gmail authentication hasn't expired
    • Check if emails are being filtered to spam folders

  2. Attachment Problems:

    • Ensure attachments don't exceed Gmail's size limits (25MB)
    • Verify supported file types are being used
    • Check if your Google account has any restrictions on attachments

  3. Authentication Errors:

    • Re-authenticate your Gmail account through Google
    • Check if you've granted all necessary permissions to MyChatBot
    • Verify your Google account hasn't blocked third-party access

Support ​

If you encounter issues with your Gmail Channel integration:

  1. Check the MyChatBot documentation for updated information
  2. Contact our support team at support@mychatbot.app
  3. Include specific error messages and details about your Gmail configuration for faster resolution

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