Email Setup and Automatic Checks

Email is one of the most useful sources for Vortyx because many open loops begin in conversations.

Vortyx can help identify:

• replies you may owe
• commitments made by you or others
• waiting items
• approvals
• promised documents
• next steps
• follow-ups after silence

Detected items still require review before they become tracked work.

Open Connections and choose either Gmail or Outlook Mail.

After connecting, each mailbox has its own card. You can manage analysis, automatic follow-up checks, refresh status, reconnect, or disconnect per mailbox.

Vortyx supports multiple connected email accounts, depending on your plan.

Manual analysis is a user-started check.

For Gmail, use:

Analyze label

For Outlook Mail, use:

Analyze category

Manual analysis checks the Vortyx-scoped mail for that account:

• Gmail: mail using the Vortyx label shown in the Gmail connection card
• Outlook Mail: mail using the Vortyx category

Use manual analysis when:

• you want immediate review without waiting for the next automatic check
• you are testing Vortyx before enabling automatic checks
• you prefer to choose which conversations enter Vortyx
• you want tighter control over email scope

Applying a label or category does not mean the item is automatically tracked. It must still appear in Needs Review and be approved by you.

Automatic follow-up checks periodically check eligible email according to the scope you configure.

Open the mailbox card and choose:

Configure automatic follow-up checks

The settings sheet asks:

• What should Vortyx check?
• How often should inbox mail be checked?
• How often should sent mail be checked?

Review suggestions go to Needs Review before anything is added.

Gmail

Gmail automatic checks can use:

• Vortyx label
• Primary inbox
• Selected labels

Vortyx label is the tightest scope. Use it when you want to explicitly mark conversations for Vortyx.

Primary inbox checks eligible messages in your main inbox scope. It is intended for broader detection than label-based analysis.

Selected labels lets you enter one or more Gmail labels, such as:

Important, Clients, Follow up

Use selected labels when your inbox is already organized around meaningful work.

Outlook Mail

Outlook Mail automatic checks can use:

• Vortyx category
• Primary inbox
• Selected categories

Vortyx category is the tightest scope. Use it when you want to explicitly mark Outlook Mail for Vortyx.

Primary inbox checks the regular Outlook inbox scope. Available scope depends on your plan.

Selected categories lets you enter one or more Outlook categories, such as:

Important, Clients, Follow up

Use selected categories when Outlook categories already reflect the conversations you want Vortyx to review.

Automatic follow-up checks are periodic rather than real time.

Current interval options:

Available scope and frequency depend on your plan. See current plans for details.

Shorter intervals can surface candidates sooner. Longer intervals check the mailbox less frequently.

The automatic check settings also include:

How often should sent mail be checked?

Sent-mail checks can surface conversations where you may be waiting for a response or where an outbound commitment may still need follow-through.

Sent-mail suggestions still require review.

When Vortyx finds something potentially important, it can create a review item in Needs Review.

Depending on the item, you may see actions such as:

• Track in Vortyx
• Reply
• Follow up
• Set due date
• Check later
• Mark handled
• Dismiss

Detected email candidates do not become tracked work unless you approve them.

Use History from Needs Review when you want to see recent review decisions.

Review history helps you understand what happened to previously detected candidates. Items can appear as:

• Processed: you accepted or acted on the candidate
• Ignored: you dismissed the candidate

You can filter history by time range and status. Use it when you want to confirm whether a candidate was already reviewed, investigate why an expected item is not currently in Needs Review, or understand recent review activity.

Review history is not a second inbox. It is a record of review outcomes.

Cautious Setup

Use this if you want maximum control.

• Connect Gmail or Outlook Mail.
• Use Vortyx label or Vortyx category.
• Run Analyze label or Analyze category manually.
• Enable automatic checks only after reviewing results.
• Confirm only high-value items.

Balanced Setup

Use this if you want useful coverage without too much review load.

• Use Vortyx label/category or Selected labels/categories.
• Set automatic checks to Every 6 hours, Every 12 hours, or Every 24 hours.
• Review Needs Review daily.
• Track important commitments, waiting items, and replies owed.

High-Follow-Through Setup

Use this if missing follow-up has real cost.

• Use Primary inbox where available for your plan.
• Use Every 2 hours, Every 3 hours, or Every 4 hours checks if available for your plan.
• Enable sent-mail follow-up checks.
• Review Needs Review and Needs Attention regularly.
• Add expected timing for waiting items.

Email analysis is used to provide the Vortyx features you enable.

Suggestions require review. Drafts remain editable. Vortyx does not autonomously send email without your approval.

You can disconnect email from connection settings. Disconnecting stops future checks and removes stored access credentials. Existing Vortyx entries, actions, and review history from that account remain unless you delete them separately.