HyperTeamsEmail agents
What you will learn How calling an agent by email works, the rule that builds the address, and the restriction you must apply.
Send mail, get a reply
Each agent gets its own email address. Send mail to it and the agent reads it and replies.
graph TD
A["A person sends mail"] --> B["The agent's address"]
B --> C["A thread is created in the workspace"]
C --> D["The agent processes it"]
D --> E["A reply goes out"]Received requests also remain as workspace threads. The exchange happened by mail, but the record accumulates where the team can see it.
The address rule
Addresses are built like this:
So with the handle hanbit you get addresses like:
The handle coming first matters. It is how the workspace is identified, so changing the handle later breaks existing addresses.
Where to use it
| Situation | Why email |
|---|---|
| Field or external contacts | no account needed, they use the mail they already use |
| Regular material intake | send an attachment and it gets processed |
| Notifications from other systems | receive alert mail and summarise or classify it |
| An internal helpdesk | one address for intake |
"No account required" is the biggest advantage. People who are not workspace members can use it.
The restriction you must apply
That advantage is also the risk. Anyone who knows the address can send to it.
So there are two restrictions.
| Restriction | Meaning |
|---|---|
| Allowed senders | process only mail from listed addresses |
| Allowed domains | process only mail from listed domains (e.g. your company) |
For internal use, apply the domain limit first. That alone removes most of the risk. If you must accept external customers, narrow the tools and consider turning auto-reply off before anything else.
Auto-reply on and off
Turn auto-reply off and it still creates the thread but sends no reply.
| Auto-reply | Use |
|---|---|
| On | intake that needs an immediate answer |
| Off | intake only, a person checks before replying |
Start with it off. Watching what arrives and how the agent intends to answer for a few days before turning it on is safer.
Split by agent
Since each agent gets its own address, splitting by purpose is natural.
Each gets different tools and different restrictions. Contract review does not need web search, and there is no reason for internal documents to be open to enquiry intake.
What to configure
| Item | Tip |
|---|---|
| Handling agent | the sub-agent for this address |
| Default group | the thread group results collect in |
| Usable tools | narrow. Only what is needed |
| Extra instructions | things like "this arrived by mail; reply in five sentences or fewer" |
| Sender and domain limits | see above |
| Auto-reply | off at first |
Common mistakes
Publishing without restrictions
Once the address gets around, spam arrives — and that spends processing cost.
Not narrowing the tools
One email opens every workspace tool. Remember that channels are paths in from outside.
Not setting the reply tone
With no instructions it replies to outsiders in your internal tone. Write the tone and length into the extra instructions.
Check yourself
1. What is the biggest advantage of email agents, and its accompanying risk?
Answer
No account is needed to use them, and precisely because of that anyone who knows the address can send. You block that with an allowed-sender or allowed-domain list.
2. Why start with auto-reply off?
Answer
To see what arrives and how the agent intends to answer first. Intake and thread creation still happen and only the reply is withheld, so you can turn it on after a few days of checking.
3. What breaks if you change the workspace handle later?
Answer
Existing email addresses. The address is <handle>.<agent>@…, so the handle
is what identifies the workspace.
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