Integrations and Add-Ons

Email Integration

The Email Integration add-on lets individual users connect their Gmail, Outlook, or any IMAP/SMTP mailbox to Vilulia, enabling two-way email sync with automatic case association and thread tracking. Once connected, case-related emails are linked to the relevant case record automatically. Vilulia also provides 29 pre-built email templates for common case communications. This is separate from the platform's outgoing notification system, which requires no setup.

What you'll learn

How to connect Gmail, Outlook, or an IMAP/SMTP mailbox to your Vilulia account
What happens automatically after your email is connected
How emails are auto-associated with cases
Open and click tracking behavior
How multiple email accounts are handled
Permissions Vilulia requests from Google and Microsoft

Gmail setup

Go to Settings → Email and click Connect Gmail.
You are redirected to Google. Sign in to the Gmail account you want to connect.
Google asks you to authorize Vilulia to read and send email. Vilulia requests gmail.readonly, gmail.send, and gmail.modify (to label messages synced to cases). Click Allow.
You are returned to Vilulia. Your Gmail account is saved as a connected email account and an initial sync starts immediately.

Outlook / Microsoft 365 setup

Go to Settings → Email and click Connect Outlook.
You are redirected to Microsoft. Sign in to your Microsoft account.
Microsoft asks for permission to read and send email and read your profile. Vilulia requests Mail.Read, Mail.Send, and User.Read. Click Accept.
You are returned to Vilulia. Your Outlook account is saved as a connected email account and an initial sync starts immediately.

IMAP / SMTP setup

Any mailbox accessible over IMAP and SMTP can be connected, including custom domains, Google Workspace with app passwords, and Proton Mail Bridge. Go to Settings → Email and click Connect IMAP Account. Enter your email address and Vilulia will attempt to detect your provider settings automatically. You can override the detected settings or enter them manually. Vilulia tests both the IMAP and SMTP connections before saving.

IMAP passwords are encrypted at rest before being stored. They are only decrypted transiently when establishing a connection.

What syncs automatically

On first connection, Vilulia performs a full sync of email threads from the last 30 days. After the initial sync, incremental syncs run on a per-account interval (default 15 minutes; configurable from 5 to 1440 minutes in Settings → Email → Sync Settings). Each incremental sync fetches only new messages since the last sync timestamp.

Case-related threads are associated with the relevant case record automatically using two strategies:

Case number matching: if the email subject or body contains a case number in the format MED-YYYY-NNN or ARB-YYYY-NNN, the email is linked to that case at high confidence.
Party email matching: if the sender or a recipient email address matches a party record in your tenant, the email is linked to the case where that party is complainant or respondent.

Emails that cannot be matched automatically appear in the unassociated email list, where they can be manually linked to a case.

Open and click tracking

When you send an email from Vilulia, open tracking and click tracking are enabled by default. A 1×1 tracking pixel is embedded in the email body to record opens. Links in the email are rewritten to pass through a tracking redirect before reaching the original destination. You can view open and click data from the email detail view.

Open tracking uses rate limiting to suppress automated scanner noise (up to 10 opens per pixel per hour are recorded; subsequent requests within that window are ignored).

Email templates

Vilulia provides 29 system email templates covering common case communications including settlement proposals, session invitations, document requests, deadline reminders, and status updates. Templates use variable substitution (e.g. {{ case_number }}, {{ party_name }}) and can be sent from the compose view or via the API. You can also create custom templates scoped to your organization.

Multiple email accounts

A single Vilulia user can connect multiple email accounts (for example, a Gmail account and a Microsoft 365 account). Vilulia identifies accounts by the combination of user ID and email address. Reconnecting an already-connected address updates the existing connection rather than creating a duplicate.

Access token and password security

OAuth access tokens (Gmail and Outlook) and IMAP passwords are encrypted at rest before being stored. Tokens are refreshed automatically using the stored refresh token. If a refresh fails, the account is flagged with a connection error and you are prompted to reconnect.

Plan availability

Email Integration requires Professional tier or the Email Integration add-on. It is not included in Starter. If your plan does not include this feature, go to Settings → Billing → Add-Ons to add it.

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