Emailing AI quick actions to Breww

Your brewery has its own private email address for AI quick actions. Email or forward a message to it, such as a customer's order or a purchase order PDF, and Breww's AI reads the email and its attachments and prepares the actions it asks for, just as it does for a message typed into Breww.

Breww never replies to an email sent to this address. Everything it prepares appears in Breww, on the email's message page.

Finding your address

Your address looks like ai-action+ followed by a code, then @inbound-emails.breww.com. You can copy it from:

• The How to use tab of the AI quick actions window, under Email actions to Breww. Everyone at your brewery can see it here.
• Settings -> Business, duty & account -> AI quick actions, in the Email actions to Breww card.

If you set up automatic forwarding to the address, your mail provider may first send a confirmation email, as Gmail does. It arrives in Breww as a message, so open it from the AI quick actions list to find the confirmation link or code.

Emails from your users and from other addresses

When Breww receives an email, it checks whether it can be sure who sent it.

An email is linked to one of your users when it comes from the email address of a user with access to your brewery, Breww can confirm it was genuinely sent from that address, and it was sent straight to your Breww address (in To or Cc). It's then treated exactly like a message that user sent from inside Breww: they see it under My messages, it follows your automatic application settings, and any action they don't have permission to create waits for someone who does.

Any other email isn't linked to a user. This includes emails from customers or suppliers, emails arriving through an automatic forwarding rule, such as from a shared hello@ inbox, and emails Breww couldn't confirm came from the address they claim. These emails:

• Are only seen by users with the Review AI quick actions permission, under All messages and Needs review.
• Are never applied automatically, however confident Breww is.
• Mark each attached file with a warning, as it came from someone who isn't one of your users. Only open it if you trust the sender.

If an email comes from one of your users' addresses but Breww couldn't confirm they sent it, usually because their email provider doesn't sign its mail, the message page says so.

Attachments

Breww reads the email's text and its attachments, following the same rules as files attached in Breww: up to 5 files, each up to 10 MB, of the kinds listed under Attaching files in the AI quick actions guide. Small images that look like part of an email signature are ignored.

Any attachment Breww skipped, for example because there were too many or it was too large, is listed on every action from that email with the reason, so you know to check it yourself. Older Office formats (.doc, .xls and .ppt) are only read from your own users' emails. Ask anyone else to send a PDF or a newer format instead.

Emails that are held

Some emails are held rather than read straight away, so they don't use up your AI allowance:

• Waiting for AI allowance: your brewery has reached this month's fair use limit.
• Held as possible spam: the email was flagged by a spam check.
• Held: unusually many emails: Breww has received an unusually large number of emails from addresses that aren't your users. This applies to more than 20 in an hour, more than 5 in an hour from one address, more than 50 in a day, or once emails from these addresses have used half of this month's fair use limit.
• Held: hourly limit reached: the user it's linked to has sent a lot of AI quick actions in the last hour.

A held email shows on its message page with three choices:

• Process now has Breww read it.
• Cancel discards it without Breww reading it.
• Cancel and suspend sender discards it and ignores every future email from that address.

Emails that are ignored

Breww ignores an email without telling anyone when:

• It's sent to an address that has been regenerated, or that doesn't belong to a brewery.
• AI quick actions are turned off for your brewery.
• It comes from a suspended sender.
• It's an automatic reply, such as an out of office message.
• It has no text and no attachments.

Suspending a sender

If one address keeps sending emails you don't want, suspend it, and Breww ignores every future email from it without a reply. You can do this from:

• The email's message page, with Suspend this sender, or Cancel and suspend sender on a held email.
• Settings -> Business, duty & account -> AI quick actions, with Suspend a sender in the Suspended senders card. You'll need the Settings permission.

The Suspended senders card lists every suspended address. To start accepting emails from one again, select the delete icon next to it. The address of someone with access to your brewery can't be suspended.

Replacing a leaked address

If your address has been shared somewhere it shouldn't have been, and you're getting unwanted emails from many senders, you can replace it. Go to Settings -> Business, duty & account -> AI quick actions and select Regenerate address under Address leaked?. You'll need the Settings permission.

When you regenerate the address:

• Your brewery gets a new address straight away.
• The old address stops working. Emails sent to it are ignored, and nobody is told.
• Anyone who emails or forwards to Breww, and any automatic forwarding rule, must be updated to the new address.
• Messages already received are kept.

This can't be undone, so for a single unwanted sender, suspend them instead.

How long emails are kept

Files attached to an email are deleted a year after it arrived, like any other attached file. For an email that wasn't linked to one of your users, its text, sender and subject are also deleted after a year. The actions prepared from it, and anything they created, are kept.