Using Gmail with SoterAI

What SoterAI can access

Once connected, SoterAI has read-only access to:

• Emails in your Gmail inbox and other folders
• Email metadata: sender, recipient, subject, date
• Email body content and inline text
• Email threads and reply chains

Access: SoterAI can read, search, and create email drafts in your Gmail account. It cannot send, reply to, forward, delete, or label any emails.

What SoterAI cannot do

• Cannot send, reply to, or forward emails
• Cannot edit or delete existing drafts
• Cannot delete, archive, or label emails
• Cannot access emails in accounts other than the one you connect
• Cannot read encrypted email content

How to connect Gmail

1. In the SoterAI chat bar, click the puzzle piece icon
2. In the Connectors panel, find Gmail and click Connect
3. An authorisation link will appear — click it
4. Sign in to your Google account in the browser window that opens
5. Grant SoterAI read access when prompted
6. Return to SoterAI — Gmail now shows as Connected

Your connection is persistent — you won't need to reconnect each session. If your connection expires, SoterAI will prompt you to reconnect.

What you can ask SoterAI

Once connected, just ask naturally in any chat or workflow:

Finding emails

• "Find any emails about the upcoming site inspection"
• "Show me recent emails from our contractor about the permit to work"
• "Have I received any emails about the safety audit this month?"

Reading and summarising

• "Summarise the last email thread with the HSE team"
• "What did the contractor say in their last email about the risk assessment?"
• "List the action items from the email chain about the incident report"

Drafting emails

• "Draft an email to the site manager summarising today's incident"
• "Create a draft reply to the contractor's last email about the risk assessment"
• "Show me my current Gmail drafts"
• "List any drafts I have saved in Gmail"

Using in workflows

• "Use the details from the latest incident email to create a hazard report record"
• "Pull the safety briefing from today's email and turn it into a toolbox talk"

Use cases

Incident follow-up tracking

When an incident is reported via email, ask SoterAI to pull the relevant email thread and extract the key details — date, location, people involved, actions agreed — to populate a record or brief a team.

Contractor communication review

Before a site visit, ask SoterAI to retrieve and summarise recent emails from a specific contractor to get a clear picture of agreed actions, outstanding items, and any safety concerns raised.

Regulatory correspondence

Ask SoterAI to search for emails from regulatory bodies or inspectors and summarise their key requirements or findings, keeping you informed without manually searching your inbox.

Troubleshooting

My Gmail connection expired

Ask SoterAI "Reconnect to Gmail" and follow the authorisation link it provides.

SoterAI can't find an email I know exists

Check that the email is in your connected Gmail account and not filtered or archived in a label SoterAI doesn't have access to. Try providing more specific search terms: sender name, approximate date, or subject keywords.

SoterAI only retrieved part of a long email thread

Very long email chains may be summarised rather than read in full. Ask SoterAI to focus on a specific message: "Read the most recent reply in the email thread about [topic]".