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Dedicated inbox

Each agent gets a unique @orchestrivo.ai email address that routes messages straight to the agent.

Threaded conversations

Reply to an email to continue the same conversation with your agent.

Works with attachments

Send files as email attachments for the agent to process.

Control access anytime

Update the email alias or disable the inbox whenever the agent no longer needs it.

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Enabling the email inbox

1

Open the Email Inbox Page

Open Channels in the agent sidebar, then select Email Inbox.
2

Enable the inbox

Click Enable Email Inbox. Orchestrivo automatically generates a unique email alias based on your agent’s name. The alias follows the format:
You can copy the address using the copy button, or click the pencil icon to customize the alias.
3

Start sending emails

Send an email to your agent’s address from any email client. The agent processes the message and replies directly to the sender’s inbox.
You can also review saved email tasks in the agent’s task history inside Orchestrivo.

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Customizing the email alias

You can change the email alias at any time:
  1. Open the Email Inbox page for your agent
  2. Click the pencil icon next to the current address
  3. Type your preferred alias and press Enter (or click the checkmark)
Alias rules:
  • 3 to 64 characters
  • Alphanumeric characters and hyphens only
  • Must start and end with a letter or number
When you change the alias, the old address stops working immediately and the new address becomes active. Any emails sent to the old alias after the change aren’t delivered.
Changing the alias means anyone using the old address needs to update it. Share the new address with your team after making changes.

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How does the email inbox work?

Send from the email address associated with your Orchestrivo account. You must have permission to use the agent, just as you would in Orchestrivo chat. The agent processes your message and attachments using its configured tools and connector accounts, then replies to the sender and any retained CC recipients. See Threading and conversation history for how replies work. Standard email tasks are saved in the agent’s history. Incognito message history is temporary; Orchestrivo does not remove copies held by your email provider.

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Emailing teammates

The agent can email teammates from its inbox: it can start a new email thread, forward an email you sent it, or add Cc and Bcc recipients to a reply. Every recipient in To, Cc, or Bcc must use one of your organization’s domains: a domain enabled for Domain whitelisting auto-join or routed to your organization for SSO. Your own address is always allowed. Emails to teammates send without an approval step. The agent can’t email addresses outside those domains and tells you to use your own connected email tools instead. When a reply adds new people, the agent sends it right away as its own email in the existing thread. The Email Attribution Stamp switch is in the Inbox card of the agent’s email channel settings and is on by default. Its description reads: “Add the “Sent by … on Orchestrivo” attribution stamp to emails sent to you. Emails to anyone else always carry it.”

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Sender domain authentication (DKIM)

Orchestrivo requires a valid DKIM signature aligned with your sending domain. DKIM lets Orchestrivo verify that the domain authorized the message. DKIM alone does not guarantee delivery. Your email must also meet these requirements:
  • Direct delivery: send to the agent’s current address in To or Cc.
  • Fresh email: messages signed more than 24 hours ago are rejected. Send a new message rather than retrying an old one.
If an email bounces, check the delivery error. A generic “Address not found” message can reflect an authentication problem, not just an incorrect address.

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When this affects you

  • Personal accounts on Gmail, Outlook, iCloud, and similar consumer providers already have DKIM enabled by default. No action is needed.
  • Workspace and corporate domains (custom domains hosted on Google Workspace, Microsoft 365, or another provider) need DKIM enabled by an administrator before they can email a Orchestrivo agent.

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Setting up DKIM on your domain

Ask your IT administrator to enable DKIM signing for the sending domain. Both major providers have step-by-step guides:

Google Workspace

Generate a DKIM key in the Admin console, add the provided TXT record to DNS, then turn on signing.

Microsoft 365 / Outlook

Add the two CNAME records for your custom domain in DNS, then enable DKIM in the Microsoft Defender portal.
DNS changes can take up to 48 hours to propagate. Once DKIM is active, send a fresh email directly to the agent. For custom mail servers, see the mail administrator checks in the FAQ.

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How do I troubleshoot a bounced email?

1

Check the delivery error

Read the delivery error in the bounce, not just its generic title. For example, 550 DKIM verification required means a signature is missing, 550 DKIM verification failed means verification failed, and 550 DKIM signature too old means you need to send a fresh message.
2

Inspect the original message

In Gmail, open the message, click the three-dot menu, then Show original. In Outlook, use File > Properties (desktop) or the three-dot menu and View message source (web).dkim=none indicates no signature; dkim=fail indicates failed verification. Ask your mail administrator to check signing and domain alignment. A dkim=pass result alone does not guarantee delivery.
3

Send a fresh message

After correcting the reported issue, send a new email directly to the agent’s current address in To or Cc.

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Threading and conversation history

The email inbox supports full conversation threading:
  • New emails start a new conversation with the agent.
  • Replies (using your email client’s reply button) continue the existing conversation. Saved tasks retain thread history; incognito message history is temporary.
  • Subject lines and CC recipients are used only when retained by email authentication. See the FAQ if your subject line or CC recipients are missing.

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Connectors and accounts

Email tasks use the same connector account settings as Orchestrivo chat:
  • Use Personal Default uses the sender’s connected account for each service
  • If the sender hasn’t authenticated with a required service, the agent notifies them in the reply
  • Team accounts, specific account selections, and agent-owned accounts apply the same way as in chat
The sender’s email address must match their Orchestrivo account email. If someone sends an email from an address not associated with a Orchestrivo account, they receive an error reply asking them to sign up.

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Concurrency and rate limits

Email agent interactions follow the same concurrency limits as other agent channels:
  • If you have too many agent interactions running simultaneously, the email receives a reply explaining that the request was rate-limited
  • Enterprise users benefit from automatic queuing: instead of being rejected, their messages are queued and processed in order. The sender receives a notification with their queue position.
  • If a message takes too long to process (exceeds the time limit), the sender receives an error reply

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Disabling the email inbox

To turn off the email inbox:
  1. Open the Email Inbox page for your agent
  2. Click the red Disable button
Once disabled, any emails sent to the agent’s address are no longer delivered. You can re-enable the inbox at any time.

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Permissions

Managing the email inbox requires Owner access to the agent. Users cannot enable, disable, or change the email alias. Organization admins can also restrict email inbox access using policy controls. If your admin has restricted email inboxes, you see a message indicating this on the setup page.

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Troubleshooting

Check the delivery error in the bounce. If DKIM is missing or failed, ask your IT administrator to check signing. If DKIM already passes, send a fresh email directly to the current agent address. See How do I troubleshoot a bounced email?.
The sender’s email address must match an existing Orchestrivo account. Either invite them to your organization or have them sign up at orchestrivo.com using the same email address they’re sending from.
For a standard task, check the agent’s task history in Orchestrivo. Incognito message content does not appear in normal history, so missing history alone does not prove that the email was rejected. Check the delivery error and these common causes:
  • The message does not meet the email delivery requirements.
  • The sender’s email does not match a Orchestrivo account.
  • The sender does not have permission to use the agent.
  • The email inbox has been disabled or restricted by an admin policy.

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FAQ

Anyone with a Orchestrivo account and read access to the agent can send emails to it. The sender’s email must match their Orchestrivo account, and each message must meet the email delivery requirements.
Not currently. All agent email addresses use the @orchestrivo.ai domain.
You receive an error reply asking you to sign up for a Orchestrivo account at orchestrivo.com.
Yes. Send files as attachments, and ask the agent to process them. Files it cannot read directly can still be used on its Computer. If a file is too large or cannot be downloaded or saved, a dropped-attachment notice accompanies the email text, which is kept. Try sending a smaller file if size caused the failure. The agent can also send files back as attachments in its reply.
Orchestrivo keeps Subject, To, and Cc only when those fields are covered by the trusted DKIM signature or the message passes aligned SPF. Otherwise, unsigned fields are not passed to the agent, and unsigned CC recipients do not receive its reply. Ask your mail administrator to check these fields.
Yes, to teammates. The agent can send email from its inbox to people at your organization’s domains, including To, Cc, and Bcc recipients. Addresses outside those domains are refused. See Emailing teammates. To email anyone else, use the Gmail or email MCP integrations as agent tools.
The agent replies in HTML format with clean formatting, including support for headings, lists, code blocks, and tables. The reply also includes a plain-text fallback for email clients that do not render HTML.
Yes. An agent can be connected to Slack, email, and the Orchestrivo chat interface simultaneously. Each channel maintains its own conversation threads.
Saved conversation threads remain in the agent’s history. However, replies to those threads using the old email address are no longer delivered. You would need to start a new email thread using the new address.
DKIM verifies that your sending domain authorized the message. Personal Gmail and Outlook accounts already sign mail; custom workspace domains need an administrator to enable signing. See Sender domain authentication (DKIM).
Confirm that DKIM’s signing domain aligns with the sender’s organizational domain and the signature covers From and the entire message body.To retain Subject, To, and Cc, sign those fields or ensure the message passes aligned SPF. Aligned SPF means the sending server is authorized for the envelope sender’s domain, and that domain aligns with the trusted DKIM signing domain. SPF does not replace the DKIM requirement.