Mail2Cloud Advanced Overview

Mail2Cloud Advanced makes your organization's email searchable by AI assistants such as Claude and ChatGPT. Mail2Cloud rules capture selected email into a private AI index, and users query it through mxMCP, mxHERO's remote MCP server. Read this page to understand what Mail2Cloud Advanced adds to Mail2Cloud and how the parts fit together.

What Mail2Cloud Advanced adds

Mail2Cloud Advanced is an early-access addition to Mail2Cloud that mxHERO provisions on request. It adds:

Note: Mail2Cloud Advanced, including mxMCP, is in early access. mxHERO provisions it for your organization on request: it sets up your AI index, then the Store in AI option and the mxHERO AI tab appear in your dashboard. There is no setting to turn it on yourself. Contact your mxHERO representative or support@mxhero.com.

How it works

A Mail2Cloud rule stores the email in cloud storage and, with Store in AI on, also indexes its text in a scope that mxMCP searches.

1. A rule processes an email from the email flow, a user mailbox, or a Drag and Drop folder.
2. The rule saves the files to your cloud storage as usual.
3. If Store in AI is on and at least one file was stored, mxHERO sends the email's headers, body text and attachment text, plus links to the stored files, to the AI index under the rule's scope.
4. A user connects an AI assistant to mxMCP and signs in with their work email.
5. The assistant searches the scope that mxHERO linked the user's address to, and can link back to the source email in your storage.

What is indexed:

• Sender, To and Cc recipients, subject, date, and thread relationships
• The message body as text, with long quoted reply chains trimmed
• The text of attachments (Word, Excel, PowerPoint, PDF text layer, RTF, HTML, plain text, and DWG drawing text)
• A link to the copy of the email stored by the rule, typically its PDF copy, which links to the attachments

The attachment files themselves are not copied into the index, but their text is indexed and the stored email links to them, so users can search attachment content and open the attachments. Scanned images and image-only PDFs are not read: nothing in Store in AI or the AI index uses OCR. For details, see Store in AI.

You decide what is indexed

Only email that matches a rule with Store in AI turned on is indexed. You control the scope with ordinary rule settings:

• Target: email flow, user mailboxes (including past email), or Drag and Drop folders
• Senders and recipients, filters and exclusions: which people and messages
• Scope: which data tenant the email goes into

To index historical email, use a User Mailboxes rule with Store in AI on, or reprocess email. See Reprocess Emails.

Security and privacy

• Read-only access. mxMCP can search. It can't send, reply, forward, change, move or delete email.
• Your organization only. Each scope is stored separately, and no search crosses from one organization to another.
• Scopes separate data. mxHERO links each user's address to one scope. A user can search all the email in that scope and nothing in other scopes, so HR mail in an HR scope stays with the people linked to it. There is no per-mailbox filter inside a scope.
• Encryption. Connections to mxMCP use HTTPS.
• Embeddings. To make email searchable by meaning, its text is converted into embeddings with OpenAI's embedding model.
• Dashboard links are public. If you add one of mxHERO's optional dashboard connectors, anyone with a dashboard's link can open it, without signing in, for 90 days. Dashboards can contain email excerpts and can't be deleted earlier. See Installing mxMCP.
• No training. mxHERO does not train AI models on customer email, and OpenAI does not use the text sent for embeddings to train its models.
• What mxHERO receives from the assistant. Only the search request (the question and the search fields the assistant filled in), not the rest of the conversation. Results returned to the assistant are then handled under that AI provider's terms.
• Deletion. Disconnecting an assistant doesn't delete indexed email. On request, mxHERO deletes indexed email older than a retention period you choose (minimum 30 days), runs a one-time purge, or deletes a scope. Contact support@mxhero.com. See Store in AI.

For mxHERO's certifications, see Security and Data Handling and the "Mail2Cloud Advanced — AI Search of Email" section of the mxHERO Privacy Policy.

What Mail2Cloud Advanced is not

These features use AI but are part of Mail2Cloud itself, not Mail2Cloud Advanced:

• AI Question conditions ("AI Security Rules"): a rule condition that asks your own OpenAI account a yes/no question about each email. See AI Question Conditions.
• OCR text extraction for rule variables: available on request. See OCR Text Extraction.

Get started

1. Ask mxHERO to provision Mail2Cloud Advanced for your organization. It is in early access and set up on request.
2. Try mxMCP against the demo tenant to see the kind of answers you get.
3. Create a scope and turn on Store in AI in one or more rules. See Store in AI.
4. Send support@mxhero.com the users to link to each scope.
5. Have users connect their AI assistant. See Installing mxMCP.

Related pages

• Store in AI
• Installing mxMCP
• Demo Account
• AI FAQ