Email, drives and meetings, linked to records
Gmail, Outlook, Drive, SharePoint, Teams and Meet bring in context, one record at a time.
Live in partWhat does Signals do? Assistants get the context in your email and meetings without Kinnow becoming a copy of everyone's mailbox.
How it works
By default Kinnow looks things up for one record or customer at a time, instead of copying a whole mailbox. Message content is kept for about 24 hours, then only summaries remain, and every lookup is logged. An admin has to switch on bulk import, and searching staff email needs the company's consent.
The connections, the log of lookups and the 24-hour limit are built; the last step to go live is still being finished.
Step by step
Signals is switched on by an administrator and then used quietly in the background. Here is how it runs.
- An administrator connects a source. In the connections area, the administrator authorises Gmail, Outlook, a meeting service such as Google Meet or Teams, or a drive such as Google Drive, OneDrive or SharePoint. Access is set per source: for a drive, only the folders or sites you explicitly grant.
- Someone opens a customer or supplier. Kinnow looks things up for that one record only, for example the last five conversations with that customer. There is no way to ask for "all email"; a request with no customer or supplier attached is refused unless an administrator has switched on bulk import.
- What the person can see depends on their role. A salesperson sees their own customers, a manager sees their team, and so on up to the administrator.
- The content is kept briefly, then reduced. A message body is kept for 24 hours. After that only a short summary and a link back to the source remain. Meeting audio is never stored.
- Every lookup is logged. Each time external data is read, a log entry is written. Every night Kinnow also checks whether the original messages still exist, and removes its cached reference within 24 hours if you deleted the message at the source.
- Access can be withdrawn for one customer. An administrator can revoke access to a single customer's data, for example after a relationship ends, without disconnecting the whole source.
Ask us to walk you through the privacy settings with your own email provider.
What you see on screen
The setup screen is Documents (Vault), then Connected sources (the Signals section).
| Where | What you see |
|---|---|
| Privacy contract banner | Five rules shown permanently: per-record access, no long-term storage of bodies, role-based retrieval, nightly deletion check, and an access log. |
| Provider cards | Your mail, calendar, meeting and file services, each with a label such as "Read, per record" or "Read, folder" that states exactly what it can do. |
| Open connector marketplace | The button that takes an administrator to the place where access is authorised. |
| Storage meter | How much of your Vault storage is used, so you know the headroom before connecting a drive. |
| Customer record | Where the results appear, for instance the "Last 5 conversations" panel on a customer. |
Who uses it
Mostly the administrator at set-up, then salespeople and account managers every day.
| Who | When | What they do |
|---|---|---|
| Administrator or IT lead | Once, then when staff or customers change | Connects sources, reviews the access log and revokes access for a customer if needed. |
| Salesperson or account manager | Before a call | Sees recent conversations on the customer, without opening the mailbox. |
| Finance or collections executive | While chasing a payment | Checks what was last said to the customer before sending a reminder. |
| Owner | When asked by a customer or auditor | Shows the access log and the privacy rules. |
Ask us to show the access log and the 24-hour rule on a test mailbox.
Related
- A customer's latest emails and meetings: the same connection on the customer panel.
- Your inbox filed onto customers and orders: mail put on the record.
- Veil: what is held back before any AI sees your text.
- Vault: where connected sources are managed.
Questions
What is Signals in Kinnow?
Gmail, Outlook, Drive, SharePoint, Teams and Meet bring in context, one record at a time.
What changes for the business?
Assistants get the context in your email and meetings without Kinnow becoming a copy of everyone's mailbox.
Is it available today?
It is live in part: the core is built and parts are completing with early customers.
Does Kinnow keep a copy of my emails?
No. A message body is fetched only when needed, kept for 24 hours and then reduced to a short summary and a link back to the original. If the original is deleted, Kinnow removes its cached reference within 24 hours.
Can a salesperson see another salesperson's customer email?
Not by default. What a person can retrieve depends on their role: sales staff see their own customers, managers see their team, and an administrator sees more. Every lookup is logged.
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