What is Gmail / Outlook AI automation?
Gmail and Outlook AI automation adds an AI workspace on top of the inboxes a business already uses — for triage, grounded draft replies, approvals, and connected actions. HEIDI Workspace is designed to integrate with Gmail and Outlook without inbox migration.
Capabilities
What you can do with Process Designer
No migration, no inbox swap
Designed to connect to existing Gmail and Outlook inboxes.
Respects team structure
Works with existing labels, folders, and ownership patterns.
Shared and individual inboxes
Built for team queues; configurable per inbox.
Connected actions across systems
Designed to update CRM, raise tickets, escalate to Slack/Teams.
Use cases
Where teams apply Process Designer
Real workflows that benefit from visual design, automation, and governance.
Outlook shared inbox for support ops
HEIDI triages and drafts grounded replies with sources for the reviewer.
Gmail inbox for vendor approvals
HEIDI extracts changes from updated contracts and prepares the approval.
Outlook shared inbox for customer onboarding
HEIDI uses the onboarding docs to assemble grounded checklists.
Gmail inbox for technical questions
HEIDI retrieves the right manual and SOP to ground each reply.
Outlook inbox for finance approvals
HEIDI prepares the draft and routes approval to the named approver.
How it works
From chaos to clarity in 4 steps
Connect Gmail or Outlook
Authenticate the inbox(es) HEIDI may use.
Pick the knowledge HEIDI may use
Manuals, SOPs, contracts, attachments, prior context.
Set approval rules
Where HEIDI may act and where humans must approve.
Triage and draft
HEIDI classifies, summarises, and prepares grounded drafts.
Approve and trigger
Send or trigger connected actions in CRM, tickets, Slack, Teams.
Why keep the inbox you already have
Inbox migration is expensive and disruptive. Teams know their Gmail or Outlook patterns; muscle memory matters. HEIDI Workspace is designed to add the AI workspace on top, not replace what already works.