English
Address book
The address book holds what Mankomail knows about the people you write to: the facts the organisation shares (name, language, status, notes) and your own relationship with them (formal or informal address, tone, language, signature, personal notes). These settings combine into a recipient profile, which drafts written by AI follow: the same workflow writes informally to a long-standing customer and formally to a prospect, without you writing either rule.
The address book is under Address book in the main navigation. Every member can open it.
Two layers: the organisation's and yours
Every entry of the address book can carry two cards, kept apart on purpose.
| Shared card (organisation) | My relationship card | |
|---|---|---|
| What it holds | facts: display name, language, status (vip, supplier, prospect…), organisation notes | your relationship: formality, tone, language, signature, personal notes |
| Who sees it | every member | you only |
| Who writes it | administrators | you |
Your relationship card is never shared. No member, administrator included, can read another member's relationship cards. Two colleagues can address the same client differently, each from their own card.
An entry exists as soon as one of the two layers carries it. The list can be filtered by layer: All, Organisation or Mine.
Contact entries and domain entries
An entry targets either one address or a whole domain.
- Contact: one specific address, for example
jane@client.example. - Domain: every address of a domain, for example
client.example. Type the domain without the at sign;@client.exampleand an address are also understood. A domain entry applies to the addresses of that exact domain.
Addresses and domains are stored in lowercase. A contact entry is applied on top of the entry of its domain: "formal with everyone at client.example, except Jane".
What a recipient profile contains
| Field | Values | Comes from |
|---|---|---|
| Formality | Informal (tu) or Formal (vous) | your card, your defaults, the organisation defaults |
| Tone | Formal, Neutral or Casual | your card, your defaults, the organisation defaults |
| Language | a short language code: fr, en, fr-BE | both layers and all defaults |
| Display name | text | the shared card |
| Signature | one of your signatures or of the organisation's | your card, your defaults, the organisation defaults, otherwise your default signature |
| Status | one short word: vip, supplier, prospect… | the shared card only |
| Notes | free text | the organisation notes and your personal notes, both kept |
A field left empty is inherited: the card shows "Inherited" and the value it inherits.
How a profile is resolved
A profile is computed field by field, from the broadest level to the most precise. Each level only overrides the fields it sets; a card that only carries a note leaves formality and language untouched.
| Order | Level | Label in the address book |
|---|---|---|
| 1 | Organisation defaults | org default |
| 2 | Shared card of the domain | shared domain |
| 3 | Shared card of the address | shared card |
| 4 | Your defaults | my defaults |
| 5 | Your defaults for the mailbox | mailbox defaults |
| 6 | Your card for the domain | my domain |
| 7 | Your card for the address | my card |
| 8 | Your domain card for the mailbox | my domain · mailbox |
| 9 | Your address card for the mailbox | my entry · mailbox |
The last level that sets a field wins. Two rules complete this order:
- Notes add up, they never replace each other. An organisation note ("VIP client, copy Julie") and a personal note ("never suggest Fridays") are both part of the profile, organisation notes first.
- Mailbox levels only apply when writing from a mailbox. They answer "from this address I use first names, from the other I don't". Your mailbox defaults come before your domain cards on purpose: a card you wrote by hand is a decision, and a broad mailbox setting does not cancel it.
The profile always says where each field comes from, so you can answer "why is this contact addressed informally?" without rebuilding the order in your head.
Per-mailbox settings
If you write from several mailboxes, each one can have its own settings:
- My defaults per mailbox (tab My defaults): pick a mailbox and set its formality, tone, language or signature. An empty field inherits your global defaults.
- Per mailbox (tab of an entry): override your card for one mailbox. Each field shows whether it inherits or overrides; Back to inheriting removes the override.
The Show settings for selector of the list shows the same contacts with the settings that would apply from the chosen mailbox. It does not filter the entries.
Defaults
Defaults express "formal by default, except for these 15 people".
- My defaults apply to every recipient of yours that has no card of its own.
- Organisation defaults are the common ground for every member, set by administrators. Anyone can override them in their own defaults or cards.
Both carry the same four fields: formality, tone, language and signature.
Signatures
A signature exists once and is used everywhere: by the composer of the webmail, and by drafts written by AI.
- A Personal signature belongs to you. An Organisation signature is offered to every member and only administrators create it (Organisation signature (offered to everyone)).
- Each owner has one default signature at most (Set as default). The composer pre-selects it, and drafts written for you use it, unless a card or a default chooses another one.
- A signature has a name, unique for its owner, and a body in text and rich text.
Previewing a profile
The Preview tab resolves any address: type it, click Resolve, and read the final profile with the source of each field. It is exactly what the Compose (AI) node will see. Pick a mailbox to see what changes when writing from it; without a mailbox, the per-mailbox levels are left out.
Each entry also has a "What the product will reply" panel with the same resolution.
Importing contacts from a CSV
Click Import to load a CSV export (Google Contacts, Outlook, a spreadsheet).
- The file. Paste the content or drop the file. The first line must carry the column names. The separator (comma, semicolon or tab) is detected automatically unless you choose it. The file is limited to 2 MB.
- The columns. Five sample rows are shown with a suggested mapping, recognised from usual column names ("E-mail Address", "Adresse e-mail", "Email"…). Address is the only required column; Display name, Formality, Tone, Language and Notes are optional.
- The destination.
- My contacts: visible to you only. Formality, tone, language and notes go to your relationship card. Optionally, For one mailbox in particular writes them for one mailbox only.
- Organisation address book (administrators): visible to every member. Display name, language and notes go to the shared card; formality and tone are not imported there.
- If the contact already exists: Update (only the imported columns replace what is in place) or Skip (the existing entry is left untouched).
Values that are not recognised (a formality column saying "polite", an unknown language) are left empty rather than guessed. Rows are imported as contact entries. The result gives the number of entries created, updated and skipped, with the row number and the reason of each skipped row: missing address, invalid address, or duplicate.
There is no export of the address book.
Enriching the address book from a mailbox
Enrich from a mailbox reads the emails you sent from one of your mailboxes and proposes entries: the people you write to, and the way you write to them. Nothing enters the address book without your approval, and no email is sent.
- Pick the Mailbox to analyse, the Period analysed (one year by default, two years at most) and At most this many people (50 by default, 200 at most).
- Click Start the analysis. It runs in the background; you can close the window, and a notification tells you when it is done.
- Open the Suggestions tab. Each suggestion shows the address, the name read in the headers, the number of emails sent and received, the last exchange, and, when the AI pass ran, a proposed formality, tone, language and short note with a confidence level. It also says when the address is already in your book or in the organisation's.
- Edit a suggestion if needed, then Accept it for This mailbox or All my mailboxes, or Reject it. Accept all accepts every pending suggestion of the mailbox at once.
How it works:
- Correspondents are found without AI: the addresses you wrote to from that mailbox over the period, ranked by number of exchanges. People excluded by your organisation's or your own scope, and addresses you already accepted or rejected for this mailbox, are left out.
- The way you address them is proposed by AI, in a single call for up to 30 correspondents. For each one, the model receives the address, the display name, and at most three emails you wrote to that person: subject (150 characters at most) and the start of the body (600 characters at most). No received email, attachment or technical header is sent.
- The model is the one chosen for Mailbox analysis in the Which AI for which use panel of the Connections page, among the configured AI models (see Integrations).
- Without any AI provider, the analysis still finishes: correspondents are proposed without a style, and you set the tone yourself when accepting.
Profiles in workflows
The Compose (AI) node uses recipient profiles when Apply recipient profiles is ticked (the default). It resolves the profile of every address in To and Cc; the first address in To sets the formality, tone, language, display name and signature, and the notes of every recipient are given to the model as context. See the node page for how forced tone and language take precedence.
Which profile is used:
- Whose address book. The run uses the address book of the member who owns the mailbox of the triggering email, with that mailbox for the per-mailbox levels.
- Runs with no email. A run started by a webhook or a schedule has no mailbox: only the organisation defaults and the shared cards apply.
- Test runs resolve real profiles. Resolving a profile has no effect, so a test run uses the same profile as a live run: the preview draft is informal if the real one will be.
Privacy and permissions
| Action | Who |
|---|---|
| Read the shared cards | every member |
| Write or delete a shared card, import into the organisation book | administrators |
| Set the organisation defaults, create organisation signatures | administrators |
| Read, write, delete your relationship cards, defaults and personal signatures | you only |
Deleting an entry asks what should go, because an entry is a stack: My entry, My override for a mailbox, or The organisation entry. What you do not pick survives.
The audit log records imports as counts, never as a list of addresses.
Limits
| Item | Limit |
|---|---|
| Personal notes, organisation notes | 4,000 characters |
| Status | 40 characters |
| Display name | 200 characters |
| Signature name | 120 characters |
| CSV import | 2 MB |
| Enrichment period | 730 days |
| Correspondents per enrichment | 200 |