> ## Documentation Index
> Fetch the complete documentation index at: https://docs.go.aiinsurance.io/llms.txt
> Use this file to discover all available pages before exploring further.

# Emails

> The Emails tab on events, submissions, exposures, quotes, policies, people, and organizations: which emails appear, how they get linked, and how to remove them.

The **Emails** tab shows the email conversations that belong to a record. An
email appears on a record because it is linked to it. AI Insurance links an
email when it is sent from the record, when it arrives at the submission inbox
and creates the record, or when a person on the record is on the email.

> [!NOTE]
>
> Anyone who can open a record sees the emails sent from it. Emails synced from
> your Microsoft 365 mailboxes and emails that arrived at the submission inbox
> also need the *View synced and intake email* permission. The **Admin** and
> **Manager** roles hold it by default. Synced email appears only after an
> admin selects **Connect Microsoft 365** on the **Email Sync** card in
> [Company Settings](https://docs.go.aiinsurance.io/app/admin/company-settings.md).

## Where the tab appears

| Record | Position of the Emails tab |
| - | - |
| [Event](https://docs.go.aiinsurance.io/app/features/events.md) | After **Contacts** |
| [Submission](https://docs.go.aiinsurance.io/app/features/submissions.md) | After **Contacts** |
| [Exposure](https://docs.go.aiinsurance.io/app/features/exposures.md) | After **Contacts** |
| [Quote](https://docs.go.aiinsurance.io/app/features/quotes.md) | After **Exposures** |
| [Policy](https://docs.go.aiinsurance.io/app/features/policies.md) | After **Activity** |
| Person and organization in the [Directory](https://docs.go.aiinsurance.io/app/features/directory.md) | After **Notes** |

## Whose emails each record shows

Each record type links the emails of a fixed set of people. AI Insurance uses
only the person's main **Email** field.

| Record | People whose emails are linked |
| - | - |
| Event | Its contacts, and the plaintiff and defendant attorneys on the **Legal** tab |
| Submission, exposure | Its contacts |
| Quote | The broker of record |
| Policy | Every broker of record across all of the policy's versions |
| Person | That person, with all of their email history |
| Organization | Every person linked to the organization, with all of their email history |

Quotes and policies show broker emails only. The insured's contacts on a
policy's **Contacts** tab do not bring their emails onto the policy.

## Read a conversation

The tab lists conversations with the newest activity first. Select a
conversation to open it. When any message in a conversation is linked, the
whole conversation shows on the record. A message whose participants all use
your company's own email domains carries an **Internal** label. **Found in**
names the mailboxes that hold the conversation. **Open in Outlook** appears
only when your own mailbox holds it.

Use the filters above the list to narrow it:

* **Search emails** matches the subject and body of each message.
* **Person** shows the emails of one person on the record. People without an
  email address appear greyed out.
* **Mailbox** limits the list to one mailbox.
* **From** and **To** set a date range.
* **Mentions this event** (the label names the record type) shows only
  conversations that mention one of the record's numbers, such as its policy,
  claim, or file number, in the format your company uses. An exposure, a
  person, or an organization has **Mentions a record** instead, which shows
  conversations that name any policy, quote, submission, or event. A number counts when it is one of the
  values your company makes searchable, and it matches however it is spaced
  or punctuated.

## Add a person and link their emails

When you add a contact on the **Contacts** tab, or set an attorney on an
event's **Legal** tab, a pop-up asks **Link their emails from what date?** The
**Link emails from** date starts at the date the record was created. Select
**Link emails** to bring in their emails from that date. The emails appear on
the tab shortly after. Select **Not now** to link only their new emails. The
pop-up does not appear for a person who has no email address.

Brokers on quotes and policies have no pop-up. Their new emails link from the
day the broker is set.

To bring in older emails for anyone on the record, select **Link earlier
emails** on the Emails tab. Pick the **Person** and a **Link emails from**
date. The date can only move earlier than the one already in use, so linking
only ever adds emails. The button needs permission to edit the record. For a
policy, that is permission to endorse it.

## Remove a person or a conversation

When you remove a contact, or replace an attorney on an event, a pop-up tells
you that their emails stay on the record. No new emails link for them after
that.

If your role has the *Remove emails from a record* permission, the pop-up also
offers **Also remove their emails from this event from** a date. The checkbox
starts cleared. If you tick it, the emails that came through that person are
removed from the record. An email stays if another current person on the
record is also on it. Only the **Admin** role holds this permission by default.

The same permission adds **Remove from this event** to an open conversation.
The conversation stops showing on this record. The emails stay in their
mailboxes and on any other records. A removed link stays removed, so new
emails or later linking never bring it back.

## Link history

**Link history** on the Emails tab lists every link and removal on the record:
who did it, when, and why. The reason is one of **Sent**, **Intake**, **New
email**, **Person added**, **Earlier date**, **Person removed**, or **Manual**.

## People and organizations

On a person or an organization, the tab lists conversations in a table. The
**Mentions** column links to the policies, quotes, submissions, and events
that a conversation names. Select a subject to read the conversation in a
panel beside the table. These records already show all of their people's
email history, so they have no **Link earlier emails** button.

## When emails are still arriving

After an admin connects Microsoft 365, the tab shows **Email history is still
importing** until older emails finish importing. If sync stops, the tab shows
**Email sync is paused**. Emails synced before the pause stay visible.


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