From an empty system
to your first draft

1. Initial setup (/Setup)

On first launch, the app automatically redirects to /Setup as long as no user exists yet. There you define:

• Username, email address, password (at least 8 characters) for the first administrator account (role SystemAdministrator)
• Hardware mode: CPU or GPU — determines which Ollama models SupportFlowAI uses. Takes effect immediately, without restarting the application.

Once submitted, the initial setup is complete and /Setup is no longer reachable (it redirects to /Login instead).

2. Sign in & language

Sign in at /Login with the credentials you just created. At the top right of the header there is a language switcher (DE/EN) — the chosen language is saved per user and persists across future logins.

3. Set up your first email account

Go to /Admin/MailAccounts → "New account". Important: A newly created account is ALWAYS saved as inactive, regardless of what is checked in the form — so nothing happens automatically in the background until it is deliberately activated.

Two account types are available:

• File import (EML/MBOX directory): for an existing mail archive without a live mailbox — simply specify the directory, which is searched recursively.
• IMAP (live account): enter host, port, and credentials. The SMTP host/port are only needed if the account should later actively send replies. The "Folders" field can be left empty — the actual selection is done more conveniently in the next step.

4. Select folders (IMAP accounts only)

In the account overview, click the folder icon ("Folders & Import"). The "Load folders" button connects live to the mailbox and displays the actual folder structure as checkboxes.

5. Run a test import (training)

On the same page, click the "Import now" button — this immediately triggers the complete training run for this account: fetch emails → extract question/answer pairs → mask PII → compute embeddings. At the end, the page shows the result counts. It explicitly does not trigger any live replies.

6. Activate the account

Only once folder selection and test import are satisfactory: in the account overview, click the status button "Inactive" → it switches to "Active". From this point on, the automatic background service takes over the ongoing sync on its own.

7. Configure automatic background sync (optional)

Under /Admin/MailSync you can completely disable automatic sync (in which case only the manual per-account import runs) and freely set the interval — changes take effect immediately, without a restart.

8. Enable live operation (optional)

Only relevant if the account should also actively respond to new customer inquiries. In the edit form: check "Enable live operation" and choose an operating mode:

• Draft mode — generated replies land in the review queue, and a human reviews and approves them (recommended starting point).
• Full automation — replies above the configured confidence threshold are sent without human review. SystemAdministrator only, additionally requiring checkbox confirmation and re-entering the password.