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Email Integration

Overview​

Connecting your email system to Rebo AI enables you to:

  • Forward customer feedback emails for AI-powered analysis and response suggestions
  • Import and analyze historical email communications
  • Access comprehensive email communication history within Rebo AI
  • Generate intelligent responses to customer inquiries

Follow this guide carefully to ensure a secure connection between your email system and Rebo AI.

Important: You will need administrative rights to your email system to set up mail forwarding rules and to import historical emails.

Prerequisites​

  • Administrative access to your email system
  • Access to the Rebo AI dashboard
  • List of email addresses that will be forwarding mail
  • For importing historical emails (Google Workspace only):
    • Owner access to the Google Groups you wish to export
    • Access to Google Takeout enabled for your account

Step 1: Configure Rebo AI Integration​

  1. Log in to the Rebo AI Integrations page.
  2. Locate the Email card and click Configure.
  3. Note down the unique forwarding address provided (e.g., xyz@integrations.rebo.ai).
  4. Under Authorized Addresses, add the email addresses that will be forwarding mail.
  5. Click Save Configuration.

Step 2: Set Up Email Forwarding​

For Google Workspace​

  1. Go to the Google Admin Console Groups page.
  2. Select the group row you wish to configure for forwarding.
  3. Click on Add members.
  4. Enter your unique Rebo AI forwarding address (e.g., xyz@integrations.rebo.ai).
  5. Click Add to group to add the forwarding address as a member.

For Microsoft 365​

  1. Access the Exchange admin center.
  2. Navigate to Mail flow > Rules.
  3. Click Add a rule > Create a new rule.
  4. Set up the following:
    • Name: "Forward to Rebo AI"
    • Condition: Select your desired conditions.
    • Action: "Forward the message to..."
    • Enter your unique Rebo AI forwarding address.
  5. Click Save.

For Other Email Providers​

Consult your email provider's documentation for instructions on setting up email forwarding.

Step 3: Verify the Connection​

  1. Wait 24 hours for your email account to be set up.
  2. Send a test email to trigger the forwarding rule.
  3. In Rebo AI, navigate to the Respond Panel.
  4. Verify that the test email appears in your Rebo AI dashboard.

Step 4: Start Managing Email Communications​

  1. Go to the Respond page in your Rebo AI dashboard.
  2. Filter your view to show email communications.
  3. Use our AI-powered platform to efficiently analyze and respond to customer emails.

Step 5: Configure Sender Authentication (Optional)​

By default, emails sent from Rebo AI on your behalf will originate from a @rebo.ai address. For increased credibility and brand consistency, especially when dealing with sensitive information like account recovery, you can configure Rebo AI to send emails directly from your own domain (e.g., support@yourcompany.com).

This process involves adding specific CNAME records to your domain's DNS settings, which authorize SendGrid (our email delivery partner) to send emails on your behalf.

Important: You will need administrative access to your DNS provider (e.g., Amazon Route 53, Cloudflare, GoDaddy) to add these records.

Steps to Configure Sender Authentication​

  1. Contact Rebo AI Support: Reach out to support@rebo.ai and request to enable Sender Authentication for your domain. We will provide you with the specific CNAME records you need to add.

  2. Access Your DNS Provider: Log in to your DNS provider's management console.

  3. Add CNAME Records: Navigate to the DNS management section for your domain and add the CNAME records provided by Rebo AI support. These records will typically look similar to the following examples ( Do not use these exact examples; use the ones provided by support):

    • Type: CNAME, Host: urlxxxx.yourdomain.com, Value: sendgrid.net
    • Type: CNAME, Host: xxxxxxxx.yourdomain.com, Value: sendgrid.net
    • Type: CNAME, Host: emxxxx.yourdomain.com, Value: uxxxxxxxx.wlxxx.sendgrid.net
    • Type: CNAME, Host: s1._domainkey.yourdomain.com, Value: s1.domainkey.uxxxxxxxx.wlxxx.sendgrid.net
    • Type: CNAME, Host: s2._domainkey.yourdomain.com, Value: s2.domainkey.uxxxxxxxx.wlxxx.sendgrid.net

    Note: This process uses SendGrid's domain authentication feature, which manages SPF and DKIM records automatically. This ensures that updates (like changes to sending IP addresses) are handled seamlessly without requiring further changes on your end. You can learn more about SendGrid Domain Authentication here.

  4. Add DMARC Record (Optional but Recommended):

    • Type: TXT
    • Host: _dmarc.yourdomain.com
    • Value: v=DMARC1; p=quarantine; rua=mailto:dmarc-reports@yourdomain.com (Replace dmarc-reports@yourdomain.com with an email address where you want to receive DMARC reports).
    • If you already have a DMARC record, ensure it aligns with best practices for sending email via third parties.

  5. Verify Configuration: Save the DNS changes. It may take up to 48 hours for DNS changes to propagate globally. Inform Rebo AI support once you have added the records. We will verify the setup and confirm when emails can be sent from your domain.

Step 6: Import Historical Emails (Google Workspace Only)​

Enhance your Rebo AI experience by importing historical email communications. This allows Rebo AI to analyze past interactions and provide better insights and responses.

Note: Currently, importing historical emails is only supported for Google Workspace accounts.

Prerequisites for Importing Historical Emails​

  • Owner access to the Google Groups you wish to export.
  • Google Takeout enabled for your account.
    • If you do not see Groups in Google Takeout, your administrator must enable User access to Takeout for Google services in the Google Admin Console.

Steps to Import Historical Emails​

  1. Confirm Ownership of Google Groups

    • Go to the Google Admin Console Groups page.
    • Hover over the group row you wish to import and click Manage members.
    • Ensure you are added as an Owner of the group.

  2. Access Google Takeout

    • Navigate to Google Takeout.
    • Click on Deselect all under Create a New Export.

  3. Select Groups Data

    • Scroll down and locate Groups.
    • Select the checkbox next to Groups.
      • If Groups is not listed, ensure your administrator has enabled access as per the prerequisites.

  4. Create Export

    • Scroll down and press Next step.
    • Click Create export.
    • Note: The export process can take several hours. You will receive an email when your export is ready.

  5. Download Exported Data

    • Open the email from Google and click Download your files.
    • A ZIP file will be downloaded to your computer.

  6. Locate the MBOX File

    • Open the downloaded ZIP file.
    • Navigate to the Groups folder.
    • Select your Google Workspace company-named folder, then owned_groups.
    • Find the group folder you wish to import.
    • Inside the group folder, locate the file named topics.mbox.

  7. Upload to Rebo AI

    • Log in to the Rebo AI Dashboard.
    • Navigate to Integrations > Email.
    • Click Open Upload Link and upload the topics.mbox file.
    • Wait for the upload to complete.
    • Rebo AI will process the historical emails and make them available in your dashboard.

  8. Delete Exported Files

    • Important: For security purposes, permanently delete the downloaded ZIP file and the extracted folders from your computer after uploading the MBOX file to Rebo AI.

Best Practices​

  • Only forward relevant customer feedback communication.
  • Set up appropriate filtering rules to avoid forwarding spam.
  • Regularly review your forwarding rules.
  • Monitor email processing in your Rebo AI dashboard.
  • For historical emails:
    • Ensure you have the necessary permissions to export group data.
    • Only import groups containing valuable customer communications.
    • Delete exported files after use to maintain data security.

Troubleshooting​

Common Issues:

  • Emails not appearing: Verify your forwarding rules and authorized addresses list.
  • Forwarding verification: Ensure you've completed the email verification process.
  • Permission errors: Check your email system's forwarding permissions.
  • Sender Authentication issues: Double-check the CNAME records added to your DNS match those provided by support. Allow up to 48 hours for DNS propagation. Contact support if issues persist.
  • Unable to export Groups data: Ensure Google Takeout is enabled and you have owner access to the group.
  • Missing 'Groups' in Google Takeout: Your administrator must enable User access to Takeout for Google services in the Google Admin Console.

For additional assistance, click here to email the team.