# Jace AI Documentation > Authoritative onboarding, migration, and troubleshooting guides for the Jace AI inbox assistant. Generated: 2026-07-20T00:09:49.437Z ## Quick Links ## Starting with Jace - [Getting Started](https://jace.ai/docs/guides-getting-started) — Connect your inbox, import email history, and send your first AI‑assisted draft. - [Email Sync](https://jace.ai/docs/gmail-sync-overview) — How Jace keeps Gmail and Outlook in sync in real time and how history import works. - [Security](https://jace.ai/docs/security) — How Jace handles permissions, data access, and privacy. - [Billing & Plans](https://jace.ai/docs/billing-and-plans) — Manage your plan, team seats, and subscription from settings. ## Basics - [Customize Jace](https://jace.ai/docs/customize-settings) — Tune rules, signature, filters, and integrations to fit your workflow. - [Drafting](https://jace.ai/docs/ai-drafting) — Create high‑quality drafts that match your style, then refine with quick edits. - [Rules](https://jace.ai/docs/rules-and-automations) — Teach Jace your preferences so drafts and actions match your workflow. - [Create your first rule](https://jace.ai/docs/how-tos-setup-automation) — Teach Jace a reusable preference or workflow in under 2 minutes. - [Labels](https://jace.ai/docs/labels-and-filters) — How labels sync with Gmail or Outlook and how to organize your inbox in Jace. - [Writing style](https://jace.ai/docs/writing-style) — Pick a voice preset and add a writing example so drafts sound like you. - [Signature & send‑as](https://jace.ai/docs/signature-and-send-as) — How Jace uses your Gmail or Outlook signature and from address when drafting. ## Advanced - [Search reference](https://jace.ai/docs/search-reference) — Supported operators and tips for powerful searches. - [Shortcuts](https://jace.ai/docs/search-and-shortcuts) — Find threads fast and work quickly with keyboard shortcuts. - [Command palette](https://jace.ai/docs/command-palette) — Open with Cmd+K to search, navigate, and ask Jace from one place. ## How-tos - [Using MCP integrations](https://jace.ai/docs/mcp-integrations) — Connect remote MCP servers and manage tools Jace can use. - [Missing threads](https://jace.ai/docs/missing-threads) — What to do if some emails aren't showing up yet. - [Use multiple accounts](https://jace.ai/docs/multi-account) — Connect another Gmail or Outlook account and switch fast with shortcuts. - [Mobile (iOS & Android)](https://jace.ai/docs/mobile-ios-android) — Use the Gmail or Outlook mobile app while native mobile experiences are under development. - [Downgrade or cancel](https://jace.ai/docs/billing-downgrade-cancel) — Change plans or cancel your subscription any time. - [Delete account](https://jace.ai/docs/delete-account) — Remove your account and data, change your email, or disconnect a secondary account. - [Setting Up Your Team](https://jace.ai/docs/how-tos-setting-up-your-team) — Invite teammates, manage seats, and configure your team workspace. - [Set up a workflow](https://jace.ai/docs/how-tos-workflows) — Walk through defining triggers, actions, and templates for AI Flows. - [Connect HubSpot](https://jace.ai/docs/how-tos-connect-hubspot) — Connect your HubSpot account to Jace AI for CRM context and updates. ## Migrations - [Migrating from Gmail](https://jace.ai/docs/migrations-gmail) — How Jace syncs with Gmail, what gets imported, and how to set things up. - [Migrating from Outlook](https://jace.ai/docs/migrations-outlook) — How Jace syncs with Outlook, what gets imported, and how to set things up. - [Migrating from Superhuman](https://jace.ai/docs/migrations-migrating-from-xyz) — Connect Gmail, import history, and map workflows from Superhuman to Jace. ## Full Articles ### Getting Started URL: https://jace.ai/docs/guides-getting-started Category: Starting with Jace Summary: Connect your inbox, import email history, and send your first AI‑assisted draft. ## 1) Create your account Sign up with your Google or Microsoft account. Choose the provider you use for email so we can sync the right inbox. ## 2) Connect your inbox and grant permissions On first sign‑in, you’ll be asked to grant Gmail or Outlook plus basic profile permissions. These are required so Jace can: - Read and sync your email threads and labels in real time - Create and update drafts you approve - Read your send‑as settings and signature, so drafts match how you normally write You can disconnect anytime from [Settings → My account](https://app.jace.ai/inbox#settings-account). ## 3) Initial sync and import After connecting, Jace begins a staged import so you can start working immediately: - Prioritizes recent, important mail first (your Primary inbox) - Then it expands to 1 year of history for the Plus subscription, and up to 3 years for Pro. You can use Jace while the import runs in the background. In onboarding, you’ll see a sync status indicator. New mail will appear instantly via Gmail or Outlook real‑time push notifications. See also: **[Email Sync](/docs/gmail-sync-overview)** and **[Missing threads](/docs/missing-threads)**. ## 4) Send your first AI‑assisted draft Open any thread that needs a reply and click Draft with AI. Jace will propose a complete draft using your signature and voice settings. You stay in control—edit anything before sending. Tips: - Ask for options: “Make it shorter and friendlier” or “Propose 3 times for next week.” - Jace respects your signature settings and won’t duplicate signatures. ## 5) Personalize Jace with rules Head to [Settings → Rules](https://app.jace.ai/inbox#settings-rules). Rules teach Jace your preferences—for example scheduling tools, tone, and repeatable workflows. See **[Rules](/docs/rules-and-automations)** for examples. ## 6) Optional: Connect integrations From [Settings → Integrations](https://app.jace.ai/inbox#settings-integrations) you can enable optional tools (e.g., Slack, Notion, Google Drive, or remote MCP servers) that Jace can use when drafting or researching. Learn more in **[Using MCP integrations](/docs/mcp-integrations)**. ## What’s next - Read **[Email Sync](/docs/gmail-sync-overview)** to learn how real‑time updates and history import work - Set up a few rules (scheduling tool, name preference, and one email‑handling rule) - Try “Draft with AI” on 2–3 recent conversations and iterate with short prompts --- ### Migrating from Gmail URL: https://jace.ai/docs/migrations-gmail Category: Migrations Summary: How Jace syncs with Gmail, what gets imported, and how to set things up. ## Overview Jace runs on top of Gmail. When you connect your account, we keep mail and key settings in sync so you can continue working in Jace without losing your existing workflow. Related: - **[Email Sync](/docs/gmail-sync-overview)** - **[Labels](/docs/labels-and-filters)** - **[Signature & send‑as](/docs/signature-and-send-as)** ## What syncs - **Labels**: Your existing Gmail labels are imported and kept in sync. Manage labels in **Settings → Labels** — [open in app](https://app.jace.ai/inbox#settings-labels). - **Send‑as & signature**: We sync your default from address and Gmail signature so drafts use your identity. Sync or update in **Settings → Signature & time zone** — [open in app](https://app.jace.ai/inbox#settings-signature). - **Contacts & names**: We pull names from Gmail/Google Contacts so people appear as expected in Jace. Notes: - Edits to labels in Gmail (rename/color) are reflected in Jace; applying/removing labels on threads syncs near‑instantly. - If you update your signature or time zone in Google, click “Synchronize Gmail signature and timezone” in Jace to refresh. ## Import timeline To get you productive fast, Jace imports in stages: 1. Recent, important mail first (Primary‑like) 2. Last 90 days 3. Last 1 year 4. Up to 3 years You can use Jace while import runs in the background. New mail arrives in real time. Tips: - Avoid very large bulk actions during import (thousands of threads at once). Prefer smaller batches or run them overnight. - If something looks missing, see **[Missing threads](/docs/missing-threads)**. ## Filters and inbox behavior - Existing Gmail filters continue to run in Gmail. Their results (labels, archiving, etc.) are reflected in Jace after sync. - Jace provides default views (Needs reply, Waiting, FYI, Promotions) to help you triage. Adjust views in **Settings → Sidebar** — [open in app](https://app.jace.ai/inbox#settings-sidebar). ## Drafts and replies When you request a draft, Jace creates/updates a Gmail draft for you to review and send. Drafts you create in Jace appear in both Jace and Gmail, and edits in either place stay in sync. For follow‑ups, Jace can prepare a draft after a delay if you enable that workflow. Learn more: **[Drafting](/docs/ai-drafting)** --- ### Using MCP integrations URL: https://jace.ai/docs/mcp-integrations Category: How-tos Summary: Connect remote MCP servers and manage tools Jace can use. ## Connect Go to [Settings → Integrations](https://app.jace.ai/inbox#settings-integrations). You can: - Connect built‑in integrations (Slack, Google Drive, OneDrive) - Connect remote MCP servers (e.g., Notion, Linear, GitHub, Salesforce) ### Built-in integrations Use the built-in integrations for everyday collaboration and knowledge management: - **Slack** — Send messages and search conversations across your workspace. - **Google Drive** — Access Google Drive files, Sheets, and Docs with support for both My Drive and Shared Drives. - **OneDrive** — Access Microsoft OneDrive files, upload, download, and search your cloud storage. ### Prebuilt MCP servers These MCP servers appear in the Integrations page with branded icons so you can connect them in a few clicks: - **Notion** — Search, create, and update Notion pages. - **Asana** — Track tasks, projects, and team collaboration. - **PayPal** — Process payments and manage transactions. - **Linear** — Create and manage issues, projects, and workflows. - **HubSpot** — Read and write contacts, companies, and deals. - **GitHub** — Access repositories, issues, pull requests, and code. - **Jira & Confluence** — Manage issues, projects, and collaborate on documentation. - **Salesforce** — Access and manage Salesforce CRM data. - **Stripe** — Process payments and manage customers. - **Monday.com** — Manage work, projects, and team workflows. - **Wix** — Build websites for your business. - **Webflow** — Manage websites, CMS collections, and business tools. - **Square** — Process payments and manage business operations. - **Sentry** — Error tracking and performance monitoring. - **PostHog** — Product analytics and feature flags. - **Neon** — Serverless PostgreSQL database platform. - **DeepWiki** — Access repository documentation. ### Google Drive (Shared Drives) Shared Drives are supported. When you connect Drive, Jace can search Shared Drive folders for context and attach files from them just like My Drive. We support most Remote MCPs: paste the server URL from your host and approve tools during setup. ## Configure tools From the integration’s Configure button, enable recommended tools or require confirmation before they run. ## Best practices - **Enable only tools you use frequently** - **Create a short rule** describing when a tool should be used Related: - **[Rules](/docs/rules-and-automations)** --- ### Migrating from Outlook URL: https://jace.ai/docs/migrations-outlook Category: Migrations Summary: How Jace syncs with Outlook, what gets imported, and how to set things up. ## Overview Jace runs on top of Outlook (Microsoft 365 and Outlook.com). When you connect your account, we keep mail and key settings in sync so you can continue working in Jace without losing your existing workflow. Related: - **[Email Sync](/docs/gmail-sync-overview)** - **[Labels](/docs/labels-and-filters)** - **[Signature & send‑as](/docs/signature-and-send-as)** ## What syncs - **Folders & categories**: Your existing Outlook folders and categories are imported and kept in sync. Manage labels in **Settings → Labels** — [open in app](https://app.jace.ai/inbox#settings-labels). - **Send‑as & signature**: We sync your default from address. Paste your Outlook signature in **Settings → Signature & time zone** — [open in app](https://app.jace.ai/inbox#settings-signature) so drafts match what you send from Outlook. - **Contacts & names**: We pull names from your Outlook contacts so people appear as expected in Jace. Notes: - Folder moves and category edits in Outlook are reflected in Jace; applying/removing categories on threads syncs near‑instantly. - If you update your time zone in Outlook, refresh it in Jace from **Settings → Signature & time zone** so drafts stay aligned. ## Rules and inbox behavior - Existing Outlook rules continue to run in Outlook. Their results (categories, folder moves, archiving, etc.) are reflected in Jace after sync. - Jace provides default views (Needs reply, Waiting, FYI, Promotions) to help you triage. Adjust views in **Settings → Sidebar** — [open in app](https://app.jace.ai/inbox#settings-sidebar). ## Drafts and replies When you request a draft, Jace creates/updates an Outlook draft for you to review and send. Drafts you create in Jace appear in both Jace and Outlook, and edits in either place stay in sync. For follow‑ups, Jace can prepare a draft after a delay if you enable that workflow. Learn more: **[Drafting](/docs/ai-drafting)** --- ### Email Sync URL: https://jace.ai/docs/gmail-sync-overview Category: Starting with Jace Summary: How Jace keeps Gmail and Outlook in sync in real time and how history import works. ## Real‑time updates Jace listens for new mail and changes from Gmail and Outlook, so your inbox stays up‑to‑date without you refreshing. New threads, label/folder changes, and drafts appear shortly after they happen. ## What gets imported To get you productive fast, we import in stages: - Recent, important mail first (Primary/Focused-style, last ~45 days) - Then it expands to 1 year for the Plus subscription, and up to 3 years for Pro. You can keep using Jace while import runs in the background. Tip: If something looks missing, see **[Missing threads](/docs/missing-threads)**. ## Labels, folders, and send‑as We sync your Gmail labels and Outlook folders/categories along with send‑as settings so drafts match your identity. Jace won’t duplicate your signature and respects your default from address. ## Drafts When you request a draft, Jace creates a draft in Gmail or Outlook for you to review and send. Follow‑up drafts can be prepared automatically if you turn that on. ## Troubleshooting - Not seeing new mail? Make sure you’re signed in and granted Gmail or Outlook permissions. If you recently removed permissions, reconnect your account. - Missing older threads? The import may still be running. Leave the app open or return later—import continues in the background. - Label differences? Jace mirrors Gmail labels and Outlook categories/folders; edits in either place are reflected on the next sync event. - Large batch actions (e.g., delete 5,000 threads) can temporarily slow imports. Prefer smaller batches (<500) or run overnight. ## Privacy Jace only uses the access needed to sync your inbox and create drafts you ask for. You can disconnect Gmail or Outlook anytime in Settings. Related: - **[Search reference](/docs/search-reference)** - **[Signature & send‑as](/docs/signature-and-send-as)** --- ### Migrating from Superhuman URL: https://jace.ai/docs/migrations-migrating-from-xyz Category: Migrations Summary: Connect Gmail, import history, and map workflows from Superhuman to Jace. ## Overview Because Superhuman sits on top of Gmail, moving to Jace is straightforward. You connect the same Gmail account, and Jace syncs your labels, threads, and send‑as settings. ## Steps 1. Sign in to Jace with Google and grant Gmail permissions 2. Let the initial import run (recent mail first, then older threads) 3. In Settings → Signature, confirm your signature renders as expected 4. In Settings → Rules, recreate any snippets/behaviors as rules 5. (Optional) Connect integrations you used in Superhuman (e.g. calendar) ## Shortcuts & habits Jace supports fast drafting with AI and quick actions. While shortcuts differ, you can keep your workflow by using Draft with AI and adding a few rules for your most common edits. --- ### Missing threads URL: https://jace.ai/docs/missing-threads Category: How-tos Summary: What to do if some emails aren't showing up yet. ## Check sync status If you just connected, import may still be running. Recent mail shows first, then older threads. Give it a bit—sync runs in the background. ## Reconnect permissions If you revoked Gmail or Outlook access, reconnect from Settings. After reconnecting, new mail will resume and older threads continue importing. ## Bulk actions Large bulk actions in Gmail or Outlook (thousands of threads at once) can temporarily slow imports. Prefer smaller batches or run overnight. --- ### Security URL: https://jace.ai/docs/security Category: Starting with Jace Summary: How Jace handles permissions, data access, and privacy. ## Bank‑level security for your peace of mind We designed Jace with security and privacy as first principles so you can confidently use AI with your inbox. ## Compliance & standards - **CASA Tier 3 Compliance**: We follow CASA Tier 3 controls for handling sensitive data. - **SOC 2 Compliance**: We follow SOC2 controls for handling sensitive data - **Privacy by design**: Our product decisions prioritize data minimization, access control, and transparency. ## Encryption - **In transit**: All data is encrypted during transfer. - **At rest**: Data is encrypted when stored. ## Infrastructure & reliability - **Enterprise‑grade infrastructure**: Jace runs on secure, modern cloud infrastructure. - **High availability**: We target **99.9% uptime** for core services. ## Privacy first - **Your data is yours**: We do not sell your data. - **No training on your emails**: We never train AI models on your personal email content. - **Purpose‑bound processing**: Email content is only used to sync your inbox and generate drafts. We don’t send emails without your action, unless you explicitly ask us to. ## Permissions We request the minimum Google or Microsoft permissions needed to sync your inbox, calendars, and contacts. You can review or revoke access anytime in your Google or Microsoft account. ## Data handling Email content is used to sync your inbox and to generate drafts you request. We don’t send emails without your explicit action in the app. ## Controls Disconnect Gmail or Outlook at any time from Settings. You can also reset local app data from Account settings on this device. ## Summary - **CASA Tier 3 and SOC 2 Compliance** — industry‑leading standards for sensitive data - **Encryption** — encrypted in transit and at rest - **Enterprise‑grade infrastructure** — secure cloud with 99.9% uptime target - **Privacy first** — we never train on your data; your information stays yours --- ### Use multiple accounts URL: https://jace.ai/docs/multi-account Category: How-tos Summary: Connect another Gmail or Outlook account and switch fast with shortcuts. ## Add another account Open the account menu and click Add another account. Choose Google or Microsoft sign‑in to connect. Pro plans support up to 8 accounts. ## Switch accounts Use the account menu to switch, or press Ctrl+1–8 when multiple accounts are connected. Tip: If you see an upgrade prompt, you can still manage a single account and add more later. --- ### Billing & Plans URL: https://jace.ai/docs/billing-and-plans Category: Starting with Jace Summary: Manage your plan, team seats, and subscription from settings. ## Plans - **Plus Plan** – Built for busy individual professionals. Includes up to 2 inboxes and calendar per user, high-quality AI email drafting, automatic sorting and categorization, and Jace chat as your AI chief of staff. - **Pro Plan** – For teams and power users. Everything in Plus, with higher usage limits, priority support and the ability to connect and manage multiple accounts. - **Team Plan** – For larger organizations that need a tailored setup. Includes team-wide rules, centralized billing, and a dedicated account manager. Talk with our sales team to design the right configuration. ## Manage subscription Open Settings → Billing to see your current plan and usage. You can upgrade, manage team members, and handle invoicing through our billing provider. See current plans and pricing on the [Pricing page](/pricing). ## Team plans Invite teammates to share rules and align signatures/voice presets. Team owners can remove seats, transfer ownership, and manage billing — one person pays for all team members on the plan. --- ### Mobile (iOS & Android) URL: https://jace.ai/docs/mobile-ios-android Category: How-tos Summary: Use the Gmail or Outlook mobile app while native mobile experiences are under development. ## Where we are today We’re focused on delivering the best browser inbox experience first, so native iOS and Android apps aren’t available yet. They’re on the roadmap, and we’ll update this page once beta testing begins. ## Use the Gmail or Outlook mobile app Jace works by connecting directly to your email account. When you open the Gmail or Outlook app on your phone, you’ll see the same labels/folders that Jace manages and any drafts that Jace created or that you’ve saved from the web app. Edits you make in Gmail or Outlook sync back automatically, so everything stays aligned when you return to Jace on the web. To stay productive on the go: - Install or update the Gmail or Outlook app from the App Store or Google Play. - Sign in with the same Google or Microsoft account you use with Jace. - Enable provider notifications if you want mobile alerts while you’re away from your desk. - Continue drafting emails from your mobile device and pick them back up on desktop without losing edits. - Access drafts that Jace creates for you — they automatically sync to Gmail/Outlook and appear in your mobile app's drafts folder. - Archive, label, or triage messages from your phone knowing the changes will reflect inside Jace moments later. --- ### Downgrade or cancel URL: https://jace.ai/docs/billing-downgrade-cancel Category: How-tos Summary: Change plans or cancel your subscription any time. ## Manage your plan Open **Settings → Billing & usage** — [open in app](https://app.jace.ai/inbox#settings-billing). From there you can view your current plan, switch plans, and manage invoices. ## Downgrade Choose a lower plan on the Billing page. If your usage exceeds the new plan’s limits, Jace will guide you through next steps. ## Cancel You can cancel any time from the Billing page. Your account remains accessible until the end of the current billing period. Related: **[Delete account](/docs/delete-account)** --- ### Delete account URL: https://jace.ai/docs/delete-account Category: How-tos Summary: Remove your account and data, change your email, or disconnect a secondary account. ## Delete or disconnect - Single account: Delete Account removes your account and data - Multiple accounts: If you're on a team or have linked accounts, you can disconnect a secondary account without affecting others You'll find these controls in Settings → Account. Some plans show an upgrade dialog for multi‑account features. ## Change your email address To change the email address associated with your Jace account, please contact our support team at [support@jace.ai](mailto:support@jace.ai). We'll help you transfer your account to a new email address while preserving your settings, rules, and subscription. --- ### Setting Up Your Team URL: https://jace.ai/docs/how-tos-setting-up-your-team Category: How-tos Summary: Invite teammates, manage seats, and configure your team workspace. ## Finding your Team settings To get to your team controls, click the Settings ⚙️ icon. In the left sidebar, click **Team**. On the Team page, you'll see your Team name, how many seats you're using (for example, "1 of 1 seats used"), and three key buttons: **Manage plan**, **Invite members**, and **Edit team info**. Below that, there's a list of everyone on your team plus any pending invitations. ## Inviting people to your team To add teammates, go to **Settings → Team** and click **Invite members**. In the dialog that opens, type one or more email addresses, like alex@company.com or sara@startup.io. When you're done, click **Invite**. You'll see a confirmation explaining that each invite adds a paid seat to your subscription. If that looks right, click **Invite & add seat** to confirm. The person you invited will get an email with a link to join. As soon as they accept, they'll appear on the Team page as an active member instead of "pending." ### How invites and unused seats work A few important details about how invites and seats behave: - As soon as you send an invite, Jace adds a paid seat for that person. You're essentially reserving a spot for them on your team. - If they never accept the invitation, that unused seat doesn't stay active forever. Instead, it expires after 7 days, so you're not stuck paying for an extra seat long-term for someone who never joined. - You're always in control, too. From **Settings → Team**, you can revoke a pending invitation at any time. When you revoke it, Stripe calculates how much of that seat's time wasn't used and applies a prorated credit to your next invoice. ## How pricing works (seats and billing) The Team plan is based on seats. Think of a seat as a paid slot that one teammate can occupy. Every active teammate uses one seat. If you add someone in the middle of your billing cycle, you don't pay the full month for them. Instead, Stripe does proration, which means you're only charged for the remaining part of the current billing period. If you later remove a seat or revoke an invite, Stripe again prorates and adds a credit to your next invoice. ### Example You have 3 seats at $65/month, and your billing cycle starts on the 1st of each month. On the 3rd, you invite Taylor. Stripe adds a 4th seat almost at the beginning of the cycle, so you're charged close to the full $65 for Taylor's seat for that month. On the next cycle, your base subscription shows 4 seats, assuming you keep everyone on the team. ### Checking or changing your plan If you ever want to see what you're paying for or adjust your plan, go to **Settings → Team** and click **Manage plan**. This opens your Stripe billing portal, where you can: - See how many seats you're currently paying for - Update your payment method - View past invoices - Change your plan or adjust seats if needed ## Editing team details You can also customize how your workspace looks and who's in it. ### Changing your team name or avatar Go to **Settings → Team** and click **Edit team info**. From there you can change your Team name and upload an avatar or logo via **Upload avatar**. Once you're happy with it, click **Save changes**. Whatever you pick will show up across the app as the name of your team. ### Managing members On the Team page, each teammate (and each pending invite) has actions next to their name. From here you can remove a teammate or revoke an invitation. You'd remove a teammate when someone leaves the company, moves to a different org, or just no longer needs access to Jace. Once you remove them, they can't access the team workspace anymore, and their seat is freed up or credited, depending on where you are in the billing cycle. You'd revoke an invitation when you invited the wrong person, plans changed, or you don't want that extra seat to stay open. Just find the invite on **Settings → Team**, click **Revoke**, and Stripe automatically handles the prorated credit on your next invoice. --- ### Set up a workflow URL: https://jace.ai/docs/how-tos-workflows Category: How-tos Summary: Walk through defining triggers, actions, and templates for AI Flows. ## What a workflow does A workflow (AI Flow) watches for matching emails and runs the steps you describe. Think of it as an IF → THEN automation: - IF certain emails arrive (by sender, subject, or intent) - THEN Jace drafts replies, creates events, looks up info, or updates connected tools You set the conditions once and Jace repeats them every time they’re met. ## Open the Workflows page 1. In Jace, open the left sidebar. 2. Click **Workflows**. 3. Review the AI Flows list, then click **Create new**. ## Step 1 – Define the trigger ### Name the workflow Under **Workflow name**, enter a short title such as “New patient inquiries”, “Partnership requests”, or “Newsletter summaries”. Keep it clear so you can find it later. ### Tell Jace which emails to watch In **IF emails match…**, describe the emails in plain language. You can reference: - Sender: “emails from @company.com” - Subject: “subject includes ‘partnership’ or ‘collaboration’” - Content or intent: “emails where someone wants to book a meeting” Example inputs: - “Emails from @university.edu asking about research or collaboration.” - “Any email from new patients asking for a first appointment or consultation.” Click **Next: Define actions →** when you finish the trigger. ## Step 2 – Choose actions and tools ### Select the tools Jace can use On **Define actions & tools**, enable only what the flow needs: - Create email drafts - Create calendar events - Search the web - Optional integrations: Notion, Slack, Google Drive, Asana, Monday, HubSpot, and more once connected Disable tools that aren’t relevant to avoid unexpected behavior. ### Write the action instructions Use **Action instructions** to spell out what happens after a match. Cover: - Goal and tone (“professional and friendly”) - Steps to follow or templates to mirror - When and how to create calendar events - Any extra context, links, or formatting to include #### Example – meeting request flow “When someone emails to schedule a meeting: - Draft a polite, professional reply confirming my interest. - Suggest 2–3 time slots on weekdays between 9:00 and 15:00 my time. - If the sender suggests a time, accept it if my calendar is free; otherwise offer nearby alternatives. - Create a 45-minute calendar event titled ‘Meeting with [Sender Name]’ and include the email thread in the description. - Do not send emails automatically; create drafts for my review.” #### Example – new patient flow “For emails from potential new patients: - Draft a reply thanking them for reaching out. - Ask for full name, date of birth, and preferred appointment time. - Briefly explain how our clinic works and include this link to our intake form: [link]. - If they mention dates, propose the closest suitable slots from my calendar. - Create a 30-minute placeholder event titled ‘New patient – [Name if provided]’ on the best matching date.” ### (Optional) Upload documents Use **Upload a document** for reference material such as pricing sheets, FAQs, playbooks, or canned responses. Jace will consult them when drafting. ### Drafts vs. automatic sending Decide how emails send at the bottom of the page: - **Off (default)** – Jace only creates drafts for review. - **On** – Jace can send responses automatically when confident. Most teams start with drafts, review the results, then turn on automatic sending later. Click **Create automation** to finish the setup. ## Review and edit flows After saving, you’ll see a confirmation card showing the flow name, IF and THEN summaries, enabled tool icons, and whether emails send automatically. To edit later: 1. Return to **Workflows → AI Flows**. 2. Find your flow in the list. 3. Click the **…** menu to edit or delete. Adjust triggers, instructions, or tools anytime as you learn how the automation performs. ## Ready-made text you can paste ### Meeting requests “When an email is clearly about scheduling a meeting or call: - Reply in a professional, friendly tone. - Propose 2–3 meeting times on weekdays between 9:00 and 15:00 my time. - If the sender suggests a time, accept it if my calendar is free; otherwise offer the nearest alternatives. - Create a 45-minute calendar event titled ‘Meeting with [Sender Name]’ and include a short summary of the purpose in the description. - Save the email as a draft for my review, do not send automatically.” ### New inquiries (general) “When someone contacts us for the first time with a question about our services: - Thank them for reaching out and answer their question as clearly as possible. - If relevant, invite them to schedule a call and propose 2–3 time slots. - Keep the tone professional and approachable. - Add any useful links (website, pricing, booking). - Create an email draft for my review.” --- ### Connect HubSpot URL: https://jace.ai/docs/how-tos-connect-hubspot Category: How-tos Summary: Connect your HubSpot account to Jace AI for CRM context and updates. ## Overview This guide shows how to connect your HubSpot account to Jace AI so Jace can pull CRM context (companies, contacts, deals) and write back updates (like notes, deals, and associations) with your approval. ## Prerequisites Before you begin, make sure you have: - A Jace AI account - A HubSpot account with permission to install/authorize apps (typically an Admin or a user with app install permissions) - Pop-ups enabled for the authorization screen (recommended) ## Connect HubSpot step by step ### 1. Open Jace settings In Jace, open the Settings panel. ### 2. Go to Integrations Click **Integrations** (sometimes labeled "Integrate" depending on UI). ### 3. Find HubSpot In the integration search bar, type "HubSpot". Select **HubSpot** from the results. ### 4. Click Connect Click **Connect** to begin authorization. ### 5. Approve in HubSpot You'll be redirected to HubSpot to approve the connection. Review the permissions requested and click **Authorize** / **Grant access** (wording may vary). ### 6. Return to Jace After approval, you'll return to Jace. HubSpot should now show as **Connected** in your integrations list. ## Confirm it's working In Jace, ask a question that requires HubSpot data, for example: "Show me everything we know about Cookies.com from HubSpot." Jace will load the HubSpot toolbox and may display step-by-step actions (e.g., looking up the company, related contacts, and deals). ## What you can do after connecting Once connected, you can use Jace to: - Retrieve CRM context about companies, contacts, and deals - Create CRM updates such as: - Notes generated from your conversation or email context - Deals (e.g., "open a new deal for $4,000") - Associations (linking a deal to the right contact and company) For actions that change data (create/update/associate/delete), Jace may ask you to confirm before proceeding. ## Disconnect HubSpot from Jace If you want to stop Jace from accessing HubSpot: 1. In Jace: **Settings → Integrations → HubSpot** 2. Click **Disconnect** (or equivalent) 3. Confirm the disconnect After disconnecting, Jace will no longer be able to read from or write to your HubSpot account. ## Uninstall (optional) If you installed a HubSpot app entry for Jace, you can also remove it from HubSpot: 1. In HubSpot: **Settings → Integrations → Connected apps** 2. Find **Jace AI** 3. Click **Uninstall** / **Remove access** Uninstalling removes HubSpot's authorization for Jace. ## Troubleshooting ### I don't see HubSpot in the integrations list Make sure you're in **Settings → Integrations** and try searching "HubSpot" again. ### Authorization page doesn't open Allow pop-ups and try again. Try a different browser or an incognito window. ### Connected, but Jace can't find my company/contact/deal Verify the record exists in HubSpot and try searching by exact domain/name. If you use custom properties, ensure they're accessible in your portal. --- ### Customize Jace URL: https://jace.ai/docs/customize-settings Category: Basics Summary: Tune rules, signature, filters, and integrations to fit your workflow. ## Personalize quickly - **[Rules](/docs/rules-and-automations)**: Teach Jace your preferences (name, scheduling, email‑handling). - **[Signature & send‑as](/docs/signature-and-send-as)**: Sync your Gmail signature and time zone; paste your Outlook signature; toggle the referral line. - **[Labels](/docs/labels-and-filters)**: Focus using default views (Needs reply, Waiting, FYI); **[Search reference](/docs/search-reference)** covers operators. - **[Using MCP integrations](/docs/mcp-integrations)**: Connect Slack, Notion, Google Drive, or remote MCP servers. - **Writing style**: Provide examples to tailor Jace’s tone. - **[Billing & usage](/docs/billing-downgrade-cancel)**: Manage your plan and invoices. --- ### Drafting URL: https://jace.ai/docs/ai-drafting Category: Basics Summary: Create high‑quality drafts that match your style, then refine with quick edits. ## Create a draft Open a thread that needs a reply and select **Draft with AI**. Jace writes a complete draft using your **signature & send‑as** settings so it sounds like you and uses the right identity. Tips: - Ask for adjustments like: “shorter and friendlier” or “propose three times next week.” - Keep context short and specific for fastest, best results. ## Edit and resend Edit anything directly. If you need a bigger change, ask Jace again (e.g., “clarify pricing and remove the P.S.”). Jace updates the same draft in Gmail or Outlook—no duplicates. ## Auto-send (opt-in) For routine replies, you can allow Jace to send drafts automatically for emails with a specific label. Configure auto-send per label in Settings → Labels when you’re confident in the template and behavior. You’ll see clear warnings before enabling it and can turn it off at any time. ## Reference files and threads with @mentions Type **@** while drafting to search files, threads, or people. Selecting a result inserts a rich link preview so recipients have context. You can also @mention an attachment or thread to tell Jace which source to use when rewriting. ## Follow‑ups When a conversation stalls, Jace can prepare a polite follow‑up draft after some time. You remain in control—review before sending. Related: - **[Signature & send‑as](/docs/signature-and-send-as)** — keep identity and signature in sync - **[Rules](/docs/rules-and-automations)** - teach Jace repeatable preferences --- ### Rules URL: https://jace.ai/docs/rules-and-automations Category: Basics Summary: Teach Jace your preferences so drafts and actions match your workflow. ## What rules do Rules are short, reusable instructions that guide how Jace drafts and acts. Add them in Settings → Rules. Jace applies them automatically when they’re relevant. Common examples: - **Name**: “Please address me with the name: Alex” - **Scheduling**: “For scheduling meetings, use Google Calendar” or “For scheduling meetings, use Calendly” - **Email‑handling**: “When handling emails about invoices, ask for a PO number before confirming shipment.” ## Manage rules Open [Settings → Rules](https://app.jace.ai/inbox#settings-rules). You can add, edit, or remove rules at any time. Jace may suggest new rules when it notices repeated edits—accepting a suggestion will save it for future drafts. ### Search and team-wide rules - **Search**: Filter rules by name, condition, or action to find automations quickly as your library grows. - **Apply to workspace**: Owners can enable this on any rule to share it with the whole team. Once shared, the rule is clearly labeled so teammates can see that it’s a workspace rule managed by the owner. ## Best practices - Prefer reusable patterns over one‑offs - Keep instructions short and specific to the behavior you want - Split complex workflows into 2–3 rules rather than one long instruction ## Drafting with rules When you draft with AI, Jace uses your rules plus your signature/send‑as settings so the draft matches your style. Jace won’t duplicate your signature. Related: - **[Create your first rule](/docs/how-tos-setup-automation)** - **[Signature & send‑as](/docs/signature-and-send-as)** ## Troubleshooting - If a rule appears ignored, make sure it’s not contradicted by another rule - A rule will only be applied to emails that arrive after the rule is saved or changed --- ### Create your first rule URL: https://jace.ai/docs/how-tos-setup-automation Category: Basics Summary: Teach Jace a reusable preference or workflow in under 2 minutes. ## What rules are Rules are short instructions that shape how Jace drafts and acts. They’re stored as simple text and parsed into sections like name, scheduling, and email‑handling. You can add and manage rules in Settings → Rules. ## Create a basic rule 1. Open Settings → Rules 2. In Name, set how Jace should address you (e.g. “Please address me with the name: Alex”) 3. In Scheduling, choose your scheduling method (Google Calendar or a link) 4. Add an email‑handling rule, e.g. “When handling emails about invoices, request a PO number before confirming shipment.” Jace will apply these automatically when drafting. ## Best practices - Keep rules reusable (avoid one‑offs) - Prefer broad patterns (“customer onboarding emails should …”) over exact senders - Review suggestions from Jace after you edit drafts—accepted suggestions become rules ## Troubleshooting - If a rule seems ignored, check that it’s active and not contradicted by another rule - For complex workflows, split into 2–3 smaller rules instead of one long one --- ### Labels URL: https://jace.ai/docs/labels-and-filters Category: Basics Summary: How labels sync with Gmail or Outlook and how to organize your inbox in Jace. ## Labels sync with your provider Jace mirrors your Gmail labels and your Outlook categories/folders. We import existing labels during onboarding and stay in sync as labels change. You can view and manage labels in Settings → Labels. ## Default labels Jace includes built-in labels (like Needs reply, Waiting, FYI, Promotions) that automatically group your threads based on the context of each conversation. Adjust views in [Settings → Sidebar](https://app.jace.ai/inbox#settings-sidebar). Manage labels in [Settings → Labels](https://app.jace.ai/inbox#settings-labels). Inbox layout & label options: - Choose a predefined sidebar layout for the sidebar - Reset sidebar categories to defaults if things look off - Create AI‑powered labels with a description to auto‑apply them to matching emails - Control label visibility: show in sidebar, display on emails - Built‑in core labels (Needs Reply, Waiting, FYI, To Do, Promotion) are AI‑enabled by default - Optional automation per label: create drafts automatically; add extra instructions - Advanced per‑label options: mark as done/split from inbox, also move to trash, exclude specific sender emails AI labels best practices: - Keep descriptions short and specific; mention clear inclusion/exclusion rules - Use “exclude addresses” for noisy senders so the AI doesn’t over‑apply a label Troubleshooting: - If a label applies too broadly, refine its description and exclude addresses - If you don’t see a label in Gmail, enable “Show in sidebar” and “Show in inbox” - For Outlook, confirm the label appears as a category or folder in Outlook; updates reflect back to Jace on the next sync - Use Reset Sidebar if categories look misconfigured ## Tips - Keep label names concise and stable—Jace uses them to maintain context across threads - Avoid bulk operations on tens of thousands of threads while import is running, as this can temporarily slow syncing --- ### Writing style URL: https://jace.ai/docs/writing-style Category: Basics Summary: Pick a voice preset and add a writing example so drafts sound like you. ## Voice presets Choose how Jace should sound when drafting: - Copy Your Voice (default) - Polite & Professional - Crisp & Concise - Warm & Upbeat Switch presets anytime. Presets guide tone and phrasing—use your writing example for finer control. When to use which preset: - **Copy Your Voice**: Best general choice; mimics your historical style - **Polite & Professional**: External partners, formal updates, sales/legal - **Crisp & Concise**: Status updates, quick answers, mobile‑friendly replies - **Warm & Upbeat**: Community notes, recruiting, customer success follow‑ups ## Writing example During onboarding, Jace automatically selects a few of your past emails to pre‑populate your writing example and also retrieves similar past replies to imitate your style. You can add more control by editing the example in settings. Add a short sample (up to ~2,500 characters) of how you write. Jace blends this example with your preset and similar past replies to match your tone and phrasing. You can edit or remove the example at any time. What works well: - 1–3 representative emails that reflect your ideal tone and structure - Real messages to customers/colleagues (greetings, sign‑offs, phrasing you like) What to avoid: - Pasted email signatures (Jace injects your Gmail signature automatically; paste your Outlook signature in Settings) - Confidential details you don’t want resurfaced in future drafts How Jace uses it: - Guides the AI when generating first drafts and suggested edits - Steers tone, sentence length, and level of formality - Helps maintain consistency across multi‑message threads Troubleshooting: - If drafts feel “off,” switch presets and refresh the example with newer emails - Keep the example concise—signal beats volume; quality > quantity - Remove signatures or footers from the example if present Where to change it: [Settings → Writing Style](https://app.jace.ai/inbox#settings-writing) Tips: - Use a real email you’ve sent that reflects your ideal tone - Keep it specific to your role and typical recipients Related: **[Drafting](/docs/ai-drafting)** --- ### Signature & send‑as URL: https://jace.ai/docs/signature-and-send-as Category: Basics Summary: How Jace uses your Gmail or Outlook signature and from address when drafting. ## What Jace syncs Jace syncs your Gmail signature, timezone, and send‑as settings. For Outlook, we sync your default from address and timezone while you paste your signature into Jace. Drafts use your default identity and won’t duplicate your signature. ## Update your signature If you change your signature in Gmail, go to [Settings → Signature & time zone](https://app.jace.ai/inbox#settings-signature) and click **Synchronize Gmail signature and timezone** to refresh. For Outlook, you can paste or edit your Outlook signature directly from the same settings page so drafts match what you send from Outlook. ## Reply address behavior Choose whether replies come from your default address or the address that originally received the email. If you add or remove send‑as addresses in Gmail or Outlook, re‑sync them in Jace and they’ll be available when drafting. --- ### Search reference URL: https://jace.ai/docs/search-reference Category: Advanced Summary: Supported operators and tips for powerful searches. ## Operators The following operators are supported in Jace today: | Operator | Description | Example | | --- | --- | --- | | `label` | Filter by label | `label:Waiting` | | `from` | Sender contains | `from:acme.com` | | `to` | Recipient contains | `to:alex@acme.com` | | `cc` | CC contains | `cc:finance@acme.com` | | `bcc` | BCC contains | `bcc:ops@acme.com` | | `subject` | Subject contains | `subject:"Q1 forecast"` | | `has:attachment` | Match emails with attachments | `has:attachment` | | `filename` | Attachment filename contains | `filename:.pdf` | | `before` | Older than date (YYYY/MM/DD) | `before:2025/01/01` | | `after` | Newer than date (YYYY/MM/DD) | `after:2024/10/01` | | `is` | Thread/email state | `is:unread` (threads), `is:read` (threads), `is:sent` (emails), `is:draft` (emails) | Tips: - Use quotes for multi‑word values: `subject:"project update"` - Combine with OR and parentheses: `(from:acme.com OR from:contoso.com) subject:invoice` See also: **[Shortcuts](/docs/search-and-shortcuts)** and **[Email Sync](/docs/gmail-sync-overview)**. Adjust default views in [Settings → Sidebar](https://app.jace.ai/inbox#settings-sidebar). --- ### Shortcuts URL: https://jace.ai/docs/search-and-shortcuts Category: Advanced Summary: Find threads fast and work quickly with keyboard shortcuts. ## Search Press Cmd+K to open the command bar. You can: | Action | How | | --- | --- | | Run a plain‑language search | Type a query in the command bar | | Ask Jace a question | Cmd/Ctrl+Enter from the input | | Search contacts | Type a name or email | Tip: Use the / key to focus search quickly. ## Shortcuts | Shortcut | Action | | --- | --- | | Cmd+K | Open command bar | | / | Focus search | | C | Compose new email | | W | Open chat with Jace | | [ | Toggle sidebar | | Arrow Left/Right | Navigate pages/threads | | J/K or Arrow Down/Up | Move between threads | | O or Enter | Open thread | | E | Mark done | | U | Mark unread | | H | Snooze | | # | Delete | | ! | Report spam | --- ### Command palette URL: https://jace.ai/docs/command-palette Category: Advanced Summary: Open with Cmd+K to search, navigate, and ask Jace from one place. ## Open the palette Press **Cmd+K** to open the command palette. Type to: - Search your inbox - Jump to threads or contacts - Ask Jace a question (**Cmd/Ctrl+Enter** from the input) Tips: - Use `/` to focus search quickly - Use OR and quotes for precise searches (see **[Search reference](/docs/search-reference)**) Related: **[Shortcuts](/docs/search-and-shortcuts)** _This file follows the llms.txt guidance (txt-llms.com) so language models can quickly fetch clean Markdown._