From mailbox connection to logged full-auto sending — an overview of every feature SupportFlowAI brings to the table.
Whether it's an ongoing live operation or a purely historical archive — both source types feed training data into the same knowledge search.
Enter host, port, SSL/TLS, and credentials — optionally add SMTP for later sending. A folder browser shows the mailbox's actual folder structure, so you never have to type folder names blind.
Bring in an existing mail archive as a pure training source — the directory is searched
recursively for .eml and .mbox files, no live mailbox access
required.
When an account is created or saved, the system immediately verifies that a connection actually succeeds (IMAP and SMTP connect including authentication, or directory reachability for file imports). Status and failure reason appear directly in the account overview, and a single click re-runs the test.
Newly created accounts are always inactive — regardless of what was checked in the form. Only after a verified folder selection and a successful test import does an admin deliberately activate the account from the account overview.
A periodic service automatically syncs all active accounts — can be switched on or off, with a freely adjustable interval that takes effect immediately without a restart. When disabled, only the manual per-account import runs.
Mailbox passwords are stored exclusively in encrypted form (ASP.NET Core Data Protection), never in plain text — when editing, leaving the password field blank keeps the stored secret unchanged.
Four automated steps turn raw emails into a searchable, masked knowledge base.
Messages are matched to the same thread using MIME threading headers (References,
In-Reply-To, or, failing that, a normalized subject line) — regardless of
whether the reply appears above or below the quoted request in the mailbox.
From each thread, the first customer inquiry (inbox) is paired with the first subsequent reply (sent) to form a question/answer pair — for IMAP accounts, both folders must be selected for this to work.
Signatures, disclaimer blocks, and quoted reply chains are automatically removed, and personal data is masked — configurable via additional custom signature/disclaimer patterns.
Every cleaned question/answer pair is embedded and managed in one of three vector index modes — selectable based on your test hardware, ranging from minimal RAM usage to maximum throughput.
Both modes go through the same knowledge search and draft creation — the only difference is who triggers the final send.
| Feature | Draft Mode | Full Auto |
|---|---|---|
| Sending | Only after manual approval in the review queue | Automatic once the configured confidence threshold is met |
| Below the threshold | — | Falls back to the review queue |
| Permission | Reviewer, AccountManager, SystemAdministrator | SystemAdministrator only |
| Activation | Simple toggle | Checkbox + re-entering your password |
| Logging | Approval/rejection in the audit log | Activation/deactivation escalated in the audit log |
Deliberately harder to enable: Full Auto means unattended sending to customers — hence the additional two-step confirmation, on top of the role check that already applies.
SystemAdministrator (full access, the only role allowed to use Full Auto), AccountManager (accounts/curation), Reviewer (review queue), and Auditor (read-only, masked data only).
Logins, draft decisions, and in particular Full Auto toggles are all logged — fully traceable after the fact at any time.
Queue depth, open reviews, average generation time, error rate over the last 24 hours, and a heartbeat for each background service — including a "Paused" status when sync has been deliberately disabled.
Find and clean up duplicates, outdated entries, and weak matches in the knowledge base, instead of letting it grow uncontrollably.
Full language switcher for the admin interface, saved per user and retained across logins.
Chosen once in the setup wizard, changeable at any time via the model configuration — takes effect immediately, no application restart required.
The installation guide walks you step by step through initial setup.
View installation guide →