Linkence for Gmail, Outlook, and shared business inboxes
LINKENCEShared inbox automation
A new inbound thread arrives in a connected Gmail or Outlook mailbox
The thread matches your policy, tone, and knowledge-base guidance
Draft a grounded reply, label the thread, and escalate anything outside policy to a human
Listening · 37 replies drafted this week
Why teams move past templates
Static rules can acknowledge a message, but they cannot reason over the thread or your latest company knowledge. Support, sales, HR, finance, and operations inboxes outgrow manual triage fast.
Linkence cuts first response time by drafting from indexed policies, FAQs, tickets, documents, and prior correspondence, while keeping review controls for high-risk content.
Inboxes this works for
- Support and customer success queues
- Sales and renewal inboxes
- HR and people operations mail
- Finance and billing addresses
- Vendor and procurement mail
- Founder, executive, or assistant-managed inboxes
- Internal operations and shared service desks
Not a basic autoresponder
Basic autoresponders send static templates. Linkence drafts from the actual thread, your connected knowledge, approved policies, prior correspondence, and relevant business context, then routes sensitive messages to a human before send when your policy requires it.
How Linkence sets it up
Connect Gmail labels or Outlook folders, switch on email automation for the mailboxes you trust, and tune the policies for classification, tone, drafts, escalation, and follow-up tracking. Actions can prepare Jira tasks or Slack posts after approval when an email needs work beyond a reply.
The same indexed knowledge used by AI Chat grounds the drafts, so a reply can reference Drive files, SharePoint policies, Confluence pages, Jira issues, or prior mail when those connectors are active.
Outreach and follow-ups, side by side
Outreach mode helps reps batch and personalise sends from the same connected inbox, with manager approval gates on anything large or sensitive. Follow-up tracking finds threads that have gone quiet so the right person can step in before a customer or prospect goes cold.
Example questions teams ask
- “Which threads need a reply before end of day?”
- “Draft a customer-safe reply using our refund policy.”
- “Classify this inbox into reply needed versus FYI.”
- “Which vendor emails should go to procurement review?”
- “What follow-ups slipped after last week's outreach?”
- “Prepare an outreach batch to last month's webinar attendees and pause it for my review.”
Best-fit teams
This capability is most useful for:
- Support and operations teams with shared inboxes
- Sales and renewals teams managing high-volume mail
- HR, finance, and vendor-facing teams with policy risk
Common workflows
Classify and label inbound email
Separate support, sales, billing, escalation, FYI, spam-like, and reply-needed threads using your policy and custom labels.
Draft grounded replies
Generate responses from the thread plus approved documents, product FAQs, tickets, and policy files, then review before send.
Catch missed follow-ups
Find customer, prospect, vendor, or internal threads that need another touch before the relationship goes cold.
Run personalised outreach
Discover relevant leads, draft personalised messages from real account context, and send batches through manager approval.
Frequently asked questions
- Can we run Gmail and Outlook at the same time?
- Yes. Many enterprises run both providers across subsidiaries. Each mailbox connects with its own permissions and inherits the same access boundaries inside Linkence.