The scan is how the inventory fills itself. It asks Google for read-only access, reads
two years of mail metadata, and turns senders into accounts.
Running it
From the Account Audit choose Run Gmail audit (or
Connect Gmail and scan on the empty page), or Run Now on the
Dashboard’s Gmail Audit panel.
Approve read-only access
A Google window opens. Choose the account and approve the single permission asked
for, gmail.readonly. We never ask for send, modify or delete.
Wait for the scan
The button reads Scanning… while it runs. A scan of a busy inbox takes a minute
or two.
Read the summary
A toast reports how many messages and folders were read and how many accounts were
found and how many are new. The table and the Dashboard update on their own.
During the pilot, Google’s consent screen is in testing mode: only listed test users can
connect. If your address is not on the list, load sample data or add accounts by hand,
and ask us to add you.
What it reads
Two passes over the last two years:
- Mail that names an account outright wherever it is filed: receipts, invoices,
statements, sign-in and security notices.
- The newest messages in every folder except Spam, Bin, Drafts, Sent and Chats, so
accounts filed under a label still surface.
For each message only the From header and the Date are fetched. Bodies are never
read.
What it keeps
Per sender: the domain, the display name, how many messages were seen and the date of the
newest. That is the whole record. The access token Google issues is used for that one
scan and discarded; nothing about your Google account is kept beyond the address shown on
Settings → Integrations.
When it stops early
Gmail meters how fast mail can be read. The scan paces itself to stay under the limit,
backs off when Google throttles anyway, and saves whatever it found when it has to stop:
at the allowance, at a 2,500-message cap, or after five minutes. The summary toast says
so. Run it again later and it carries on adding what it missed.
Re-scanning
Running the scan again is safe: accounts already in the inventory are updated (a newer
last-activity date, a higher count) and only unseen senders are added. The
Standby Plan reminds you to re-run it monthly or quarterly so
new accounts never slip past the envelope. 
