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Overview

Connect Gmail to automatically track every client email, analyze sentiment with AI, and feed data to Lars for intelligent recommendations. All emails are processed for sentiment, engagement patterns, and relationship health.

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Features

Gmail Integration

Automatic email tracking with sentiment analysis and engagement metrics

Contact Discovery

Automatic client and stakeholder identification from email interactions

Email Analytics

Track email engagement, response rates, and communication patterns

Real-time Sync

Continuous monitoring with 15-30 minute sync intervals

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Setting Up Google Integration

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Prerequisites

Before connecting Google Workspace:
  • Google Workspace admin access (or personal Gmail account)
  • Permission to grant third-party app access
  • Understanding of which email accounts to sync

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Connection Process

1

Start OAuth Flow

Navigate to /api/integrations/google/start or click “Connect Google” in your integrations dashboard
2

Grant Permissions

Sign in to your Google account and authorize Stanna to access:
  • Gmail messages (read-only)
  • Contact information
  • Calendar events (if calendar integration is enabled)
3

Verify Connection

Check connection status at /api/integrations/google/status
  • Shows last sync time
  • Displays token expiration
  • Confirms active sync status
4

Initial Sync

Trigger first sync with POST /api/integrations/google/sync
  • Imports up to 2 years of historical emails
  • Identifies clients by domain matching
  • Begins sentiment analysis processing

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Data Sync & Processing

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What Data is Imported

Email Messages:
  • Subject lines and content for sentiment analysis
  • Sender and recipient information
  • Timestamps and thread relationships
  • Email engagement (opens, clicks if available)
Contact Information:
  • Email addresses and display names
  • Automatic stakeholder identification
  • Domain-based client mapping

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Sync Frequency

  • Real-time: Critical interactions sync within minutes
  • Regular Sync: Every 15-30 minutes during business hours
  • Manual Sync: Available via POST /api/integrations/google/sync
  • Batch Processing: Background processing for large volumes

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Historical Data Import

Initial setup includes:
  • Backfill Process: POST /api/integrations/google/backfill
  • Timeframe: Default 2 years (configurable)
  • Batch Processing: Handles large email volumes without timeout
  • Progress Tracking: Monitor import status in real-time

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Email Analytics & Insights

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Sentiment Analysis

Stanna analyzes email content to determine relationship health:
  • Positive sentiment: Friendly, collaborative language
  • Neutral sentiment: Transactional, informational exchanges
  • Negative sentiment: Complaints, issues, frustration indicators

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Engagement Tracking

Monitor email interaction patterns:
  • Response rates: How often clients reply to your emails
  • Response time: How quickly clients respond
  • Email frequency: Communication cadence with each client
  • Engagement trends: Changes in communication patterns over time

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Client Health Impact

Email data directly influences client health scores:
  • Recent positive interactions boost scores
  • Lack of responses may lower scores
  • Issue-related emails trigger attention flags
  • Communication frequency affects relationship strength metrics

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API Endpoints

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Core Integration Management

GET  /api/integrations/google/start     # Start OAuth flow
GET  /api/integrations/google/callback  # OAuth callback handling
GET  /api/integrations/google/status    # Check connection status
POST /api/integrations/google/sync      # Manual sync trigger

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Data Processing

POST /api/integrations/google/backfill     # Historical data import
POST /api/integrations/google/batch-sync   # Batch processing
POST /api/integrations/google/email-tracking # Email engagement updates

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Troubleshooting

Common Causes:
  • OAuth token expired (tokens expire every 6 months)
  • Google account password changed
  • 2FA settings modified
  • Gmail API quotas exceeded
Solutions:
  1. Visit /api/integrations/google/start to re-authenticate
  2. Verify Google account is accessible
  3. Check for any recent security changes
  4. Contact support if quota issues persist
Troubleshooting Steps:
  1. Check last sync time in integration status
  2. Verify emails exist in Gmail (not deleted/archived)
  3. Confirm client domains are properly configured
  4. Trigger manual sync and monitor for errors
Data Requirements:
  • Emails must contain recognizable client domains
  • System needs read access to the specific Gmail labels
  • Large email volumes may take time to process
Understanding Sentiment Analysis:
  • AI analyzes email content for tone and context
  • Scores improve with more data over time
  • Manual attribution can override automated scoring
Improvement Steps:
  1. Use POST /api/clients/:id/attribute to add context
  2. Review email content for ambiguous language
  3. Allow 1-2 weeks for AI model improvements
  4. Contact support for persistent inaccuracies

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Best Practices

Clean Email Habits

Use clear, professional communication for better sentiment analysis accuracy

Domain Management

Ensure client domains are consistent across all systems for proper matching

Regular Monitoring

Check sync status weekly to catch any connection issues early

Data Privacy

Review what data is synced and ensure compliance with your privacy policies

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Security & Privacy

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Data Access

  • Read-only access: Stanna never sends emails or modifies Gmail data
  • Selective permissions: Only reads necessary email data
  • Secure tokens: OAuth tokens encrypted and securely stored

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Privacy Compliance

  • GDPR compliant: Data processing aligned with privacy regulations
  • Data retention: Configurable data retention periods
  • Right to deletion: Complete data removal available on request

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Audit Trail

  • All email access logged with timestamps
  • Integration activity tracked in admin logs
  • Sync status and error reporting for transparency
Need help with setup? Contact support through Settings or email support@gostanna.com for assistance.