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Monitored Mailboxes

Add and configure mailboxes for email monitoring and agent processing.

Overview​

Monitored Mailboxes are the email addresses that ExecAssist watches for incoming messages. When an email arrives at a monitored mailbox, it's routed to an assigned agent for intelligent processing.

How Mailbox Monitoring Works​

The Flow​

Email arrives at shared mailbox
    ↓
Microsoft Graph webhook notifies ExecAssist
    ↓
ExecAssist retrieves email content
    ↓
Email routed to assigned agent
    ↓
Agent processes and takes action

Requirements​

  • Microsoft 365 shared mailbox
  • ExecAssist app registration with Mail.Read permissions
  • Active subscription (webhook) for the mailbox

Viewing Mailboxes​

Navigate to Configuration > Email Processing > Monitored Mailboxes to see all configured mailboxes.

Mailbox List​

ColumnDescription
EmailThe mailbox email address
Display NameFriendly name for reference
AgentAssigned processing agent. For Personal Assistant-monitored mailboxes, this column shows "[Owner]'s PA" (e.g., "Brad Younge's PA") rather than an agent name.
StatusActive or Inactive
SubscriptionWebhook subscription status
Last ActivityMost recent email processed

Status Indicators​

  • Active (green) - Monitoring and processing emails
  • Inactive (gray) - Not currently monitoring
  • Error (red) - Issue with subscription or processing

Adding a Mailbox​

Prerequisites​

Before adding a mailbox:

  1. Shared mailbox exists in Microsoft 365
  2. ExecAssist has permissions (via admin consent)
  3. Agent created to handle emails

Step-by-Step​

  1. Navigate to Monitored Mailboxes
  2. Click Add Mailbox
  3. Enter mailbox details:
FieldDescriptionExample
Email AddressShared mailbox addresssupport@company.com
Display NameFriendly nameCustomer Support
AgentSelect processing agentSupport Agent
  1. Click Save

After saving, the Mailbox Details modal opens automatically so you can configure subscriptions.

Note: The agent dropdown includes both active and inactive agents. Inactive agents are labeled with "(Inactive)" so you can distinguish them.

Creating the Subscription​

After adding the mailbox (or from the mailbox details):

  1. Click on the mailbox to open details (if not already open)
  2. Click Manage Subscriptions
  3. Click Create Subscription
  4. Wait for confirmation

The subscription connects to Microsoft Graph and starts monitoring for new emails.

Important: If you close the mailbox details without configuring a subscription, you'll see a warning prompting you to add one. A mailbox without a subscription won't receive email notifications.

Mailbox Configuration Options​

Thread Context​

Include previous emails in the conversation:

Benefits:

  • Agent understands conversation history
  • More relevant responses
  • Better context for complex issues

Considerations:

  • Uses more tokens (higher cost)
  • Long threads may hit context limits
  • May include irrelevant history

Processing Settings​

SettingDescription
Include AttachmentsProcess email attachments
Max Thread DepthHow many previous emails to include
Skip Auto-ForwardsIgnore automatically forwarded messages

Managing Subscriptions​

What is a Subscription?​

A subscription is a Microsoft Graph webhook that notifies ExecAssist when new emails arrive. Without an active subscription, emails won't be detected.

Subscription Lifecycle​

  1. Created - Webhook registered with Microsoft
  2. Active - Receiving notifications
  3. Expiring - Approaching 3-day limit
  4. Renewed - Extended automatically
  5. Expired - No longer receiving notifications

Checking Subscription Status​

  1. Click on a mailbox
  2. View the Subscription section
  3. Check status and expiration time

Manual Renewal​

If subscription expires:

  1. Click Manage Subscriptions
  2. Delete the expired subscription
  3. Create a new subscription

Note: ExecAssist automatically renews subscriptions before they expire. Manual intervention is rarely needed.

Subscription Troubleshooting​

Subscription fails to create:

  • Verify mailbox address is correct
  • Check Azure AD permissions
  • Ensure admin consent is granted

Subscription keeps expiring:

  • Check for service connectivity issues
  • Review Azure function logs
  • Contact support if persistent

Assigning Agents​

Personal Assistant Mailboxes​

When a Personal Assistant (PA) is configured to monitor a shared mailbox, the Agent column shows "[Owner]'s PA" — for example, "Brad Younge's PA". This indicates the mailbox is handled by the owner's PA rather than a standalone agent. No manual agent assignment is required; the PA manages the mailbox automatically.

Changing Agent Assignment​

  1. Click on the mailbox
  2. Select a different agent from dropdown
  3. Save changes

Changes take effect immediately for new emails.

Multiple Mailboxes, One Agent​

A single agent can process multiple mailboxes:

  • Configure the agent with general instructions
  • Assign it to multiple mailboxes
  • Agent handles all incoming emails

Different Agents for Different Mailboxes​

Create specialized agents:

Pausing and Resuming​

Pause One Mailbox​

  1. Edit the mailbox
  2. Set status to Inactive
  3. Save

The subscription remains but emails aren't processed.

Resume One Mailbox​

  1. Edit the mailbox
  2. Set status to Active
  3. Save

Pause All Processing​

Go to Account Settings and enable "Pause Agent Execution" to stop all agents globally.

Monitoring Mailbox Activity​

Recent Activity​

On the mailbox details page:

  • Last email received
  • Last execution
  • Recent error count

Execution History​

Click View Executions to see all executions for this mailbox:

  • Filter by status
  • Sort by time
  • Review performance

Health Indicators​

IndicatorMeaning
Green dotActive and working
Yellow dotWarning (check details)
Red dotError state
Gray dotInactive (paused)

Best Practices​

Naming Conventions​

Use clear display names:

  • ✅ "Customer Support - Main"
  • ✅ "Sales Inquiries - US"
  • ❌ "Mailbox 1"
  • ❌ "support"

Agent Assignment​

Match agent capability to mailbox purpose:

  • Customer support mailbox → Support-focused agent
  • Sales mailbox → Sales-focused agent
  • General inbox → Triage agent

Testing New Mailboxes​

  1. Send test emails to the mailbox
  2. Review executions in Activity > Agent Executions
  3. Verify the agent is processing correctly
  4. Adjust agent instructions as needed

Security​

  • Use shared mailboxes, not personal mailboxes
  • Grant minimum necessary permissions
  • Audit mailbox access regularly
  • Monitor for unexpected activity

Troubleshooting​

Emails Not Being Processed​

  1. Check mailbox status is Active
  2. Verify subscription is active
  3. Confirm agent is assigned and active
  4. Check ignore rules aren't filtering
  5. Review recent executions for errors

Duplicate Processing​

  1. Check for multiple subscriptions
  2. Verify webhook isn't retrying
  3. Check email forwarding rules
  4. Contact support if persistent

Permission Errors​

  1. Verify ExecAssist has Mail.Read permission
  2. Check admin consent was granted
  3. Re-authorize if needed