> ## Documentation Index
> Fetch the complete documentation index at: https://reyda.mintlify.site/llms.txt
> Use this file to discover all available pages before exploring further.

# Emma's mailbox

> Give Emma her own company email address, decide who can reach her and when she may send, and set rules for incoming tender mail.

Emma has her own email address for your company, such as `emma@acme.reyda.ai`. Forward tender invitations, buyer questions and deadline reminders to her, or use her address to sign up for tender newsletters. You don't need to connect your own inbox.

Open **Mailbox** in the sidebar to see what she received and sent.

## Set up Emma's address

Only an organization owner or admin can set up and configure the mailbox in **Settings → Mailbox**. Other members can use the Mailbox page but can't open its settings.

**1. Open the mailbox setup**

Open **Mailbox** and click **Configure mailbox**, or go to **Settings → Mailbox**.

**2. Enter the **Company name****

Under **Set up Emma's email**, enter the **Company name** to use in the address. You can edit the suggestion.

**3. Click **Set up Emma's email****

The status shows **Setting up**, then **Ready**.

**4. Click **Copy address** to share it with your team**

You can't change the address after setup yet.

## Choose who can reach Emma

Under **Who can reach Emma**, pick a default:

* **Accept emails from anyone except blocked senders**, or
* **Accept emails only from allowed senders**.

Then add entries by **Email address** or **Domain**, with the action **Allow** or **Block**. Tick **Include subdomains** to cover, for example, every address under a buyer's domain. Click **Add entry**, then **Save sender settings**.

Turn on **Let Emma add allowed senders** if Emma should be able to allow emails from websites she signs up to, such as a portal's alert service. Your blocked senders stay blocked.

> [!NOTE]
>
> **Your colleagues always get through.** Emails from members of your workspace addressed directly to Emma (in To or Cc) reach her even if a
> rule would otherwise ignore them. Blocked senders in a forwarded email stay blocked; forwarding
> their mail to Emma doesn't unblock them.

## Choose when Emma can send

Under **Sending**, choose how Emma sends email:

* **Ask me each time**: she asks before every external email.
* **Emma can send**: she can send when a task or instruction allows it.

When Emma needs approval, the email appears as a card in chat and in **Waiting for your approval** on the Mailbox page. The card shows recipients, subject, message and attachments. Click **Edit** to change it, **Approve** to send, or **Decline** / **Don't send** to stop it. Attachments are frozen at the version you approved.

## Tell Emma what matters with rules

Rules run in order on accepted emails. Open **Rules** in mailbox settings and click **Add rule**.

**1. Give the rule a **Rule name****

Give the rule a **Rule name**, such as "Analyze relevant opportunities".

**2. Choose what the rule matches**

Under **Match**, choose **From address**, **From domain**, **Subject contains** or **Category is**, such as **Opportunity** or **Newsletter**.

**3. Enter the **Value**, for example a domain or a phrase**

**4. Under **Then**, choose **Analyze**, **Notify only** or **Ignore****

**5. Describe what counts as a fit (optional)**

Optionally describe **What counts as a fit (optional)**, such as "IT support contracts in Germany".

**6. Click **Save rules****

## Pause or disable processing

* Turn **Process incoming mail** off to keep messages in the mailbox without Emma working on them.
* **Disable mailbox** stops Emma reading and sending emails. Her address and history stay. Click **Enable mailbox** to turn her back on.

Settings that widen what Emma accepts, let her send on her own, or switch processing off can also be proposed by Emma. These always appear as an approval for an admin first.

## Read and act on mail

The Mailbox has **Received**, **Sent** and **Drafts** folders and a search for sender, subject or text. Each message shows whether Emma has processed it.

Open a message to view or download attachments, **Show images** (remote images are hidden by default), and mark it read or unread. Click **Ask Emma** to open a conversation about it, or **Reply by email** to answer yourself. If Emma already worked on the email, open the linked conversation to see what she did and tell her what to do next.

Use **Compose** to write a new email from Emma's address. Outgoing attachments have a combined size limit. See [Limits](https://reyda.mintlify.site/reference/limits.md).

Ask Emma

Here's a tender invitation I just forwarded to you. Check whether it fits our profile, and if it
does, add it to the Pipeline and draft a short acknowledgement to the buyer for me to approve.

Ask Emma

I've subscribed your address to the weekly tender newsletter from this portal. Set up a rule so
you analyze each issue and flag facility management contracts in Bavaria.

## Related

> [card] [Forward tender emails to Emma](https://reyda.mintlify.site/use-cases/forwarded-tender-emails.md)

> [card] [Questions and approvals](https://reyda.mintlify.site/emma/questions-and-approvals.md)

> [card] [Opportunity briefing](https://reyda.mintlify.site/automation/opportunity-briefing.md)

> [card] [Security and data](https://reyda.mintlify.site/account/security-and-data.md)


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