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Connect Gmail to Porcia

Connect your Gmail account via OAuth to automatically discover SaaS vendors from your email.

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Prerequisites

• A Gmail or Google Workspace account
• Admin access to your email account
• 5 minutes for setup

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Step-by-Step Setup

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What Happens After Connection?

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Initial Sync (First 5 Minutes)

• Porcia scans your last 6 months of emails
• AI identifies vendor emails (invoices, renewals, updates)
• Extracts pricing, contract terms, and renewal dates
• Matches vendors to our global database
• Discovered vendors appear in your dashboard

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Ongoing Sync (Real-Time)

• New emails are processed within 5 minutes of arrival
• Vendor information is automatically updated
• You receive alerts for important emails (renewals, invoices)

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Permissions Explained

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What We Can Access

• ✅ Read emails - To identify and analyze vendor communications
• ✅ View metadata - Sender, subject, date (no content stored)
• ✅ Access labels - To understand email organization

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What We CANNOT Do

• ❌ Send emails - We never send emails from your account
• ❌ Delete emails - Your inbox remains untouched
• ❌ Modify emails - We only read, never write
• ❌ Access personal emails - Only vendor emails are processed

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Troubleshooting

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Connection Failed

If the OAuth connection fails:

1. Check browser pop-ups - Make sure pop-ups are enabled for app.porcia.org
2. Try incognito mode - Sometimes browser extensions interfere
3. Clear cookies - Clear cookies for accounts.google.com and try again
4. Check admin restrictions - Your Google Workspace admin may have restricted third-party apps

Enable third-party apps in Google Workspace

If you’re using Google Workspace and the connection fails, your admin may need to whitelist Porcia:

1. Go to Google Admin Console → Security → API Controls
2. Click Manage Third-Party App Access
3. Click Add app → OAuth App Name or Client ID
4. Search for “Porcia” and click Select
5. Choose Trusted and click Configure

Contact your IT admin if you don’t have access to these settings.

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No Vendors Discovered

If no vendors appear after the initial sync:

1. Wait 5-10 minutes - Initial sync can take time for large inboxes
2. Check email history - Porcia only scans the last 6 months
3. Verify vendor emails - Make sure you have vendor emails (invoices, renewals) in your inbox
4. Check spam folder - Vendor emails in spam won’t be processed

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Sync Stopped Working

If email sync stops after working initially:

1. Check connection status - Go to Settings → Integrations → Email
2. Reconnect if needed - Click Reconnect if the status shows “Disconnected”
3. Check token expiration - OAuth tokens expire after 6 months; reconnect to refresh

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Disconnecting Gmail

To disconnect your Gmail account:

1. Go to Settings → Integrations → Email
2. Find your connected Gmail account
3. Click Disconnect
4. Confirm disconnection

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Revoke Access in Google

To completely revoke Porcia’s access:

1. Go to myaccount.google.com/permissions
2. Find “Porcia” in the list
3. Click Remove Access

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Privacy & Security

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Data Storage

• OAuth tokens - Stored securely with encryption at rest
• Email metadata - Sender, subject, date stored in our database
• Raw email content - Stored encrypted for 90 days, then automatically deleted
• Extracted data - Vendor name, pricing, dates stored for your dashboard

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Data Retention

• Active connection - Email metadata retained while connected
• After disconnection - Email metadata deleted within 90 days
• Vendor data - Preserved (you can manually delete if needed)

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Compliance

• Data privacy - Right to access, delete, and export your data (GDPR compliance in progress)
• Encryption - AES-256 at rest, TLS 1.3 in transit

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Next Steps