What an AI assistant can do in your mailbox: prompts for support, sales, accounts and the CEO

Once an AI assistant is connected to your XgenPlus mailbox through MCP, the useful question is what to ask it. This article gives prompts you can paste for four roles, the automations that save the most time, and the limits you should know before you start. Everything here uses only what the XgenPlus MCP server can do today.

What the assistant can and cannot do

The assistant works inside one mailbox, the one that owns the agent password. It can list, search and open mail and attachments up to 5 MB, mark and move mail into folders you already have, save drafts and replies, and send if you allow it. It can also read your contacts, calendar and tasks.

Five limits shape every prompt below:

• Search matches sender, recipients, subject and date, not the text inside a message. The assistant finds mail by those fields, then opens each message to read it.
• The calendar and contacts are read-only. It can find a free hour but it cannot book a meeting, answer an invitation or edit a contact.
• It cannot create folders or labels, so mail can only be moved into folders that exist.
• The first mail to a new outside address is always saved as a draft for you to send from webmail. The same applies to attachments leaving your domain.
• There is no scheduled send and no template feature. A scheduled job can save drafts, and a person sends them.

Which permissions to turn on

Contacts need Search email and the calendar needs Read email. Leave Send & Save and Delete email off until the drafts have been right for a few weeks.

For the CEO or founder: a short, quiet inbox

• Morning briefing. "Look at my agenda for today and my unread mail from the last 24 hours. Give me the five things that need my decision, with the sender and one line each, and list any meeting with no agenda."
• What I owe people. "Find mail I sent in the last 10 days that has not had a reply. Group it by person and tell me which ones are worth a nudge."
• Who have I gone quiet on? "Take the people I email most. For each, tell me the date of my last mail to them, and list the ones I have not written to in 30 days."
• Before a call. "Summarise my last ten threads with the person in tomorrow's 4 pm meeting and list what is still open between us."
• Replies in my voice. "Read my last five sent replies to investors, then draft a reply to the open mail from them in the same tone. Save it as a draft."

For sales: faster follow-up

• Enquiry triage. "Open the unread mail with 'quote' or 'pricing' in the subject. For each, say who it is, what they asked and how urgent it looks."
• Drafts from your price list. Paste the current price list into the chat, then: "Draft a reply to each of these enquiries using only these prices. Do not invent discounts."
• Five-day nudges. "Find mail I sent to customers 5 to 10 days ago with no reply. Save a short, polite follow-up draft for each one."
• Account history. "Search for all mail with anyone at this customer's domain. Give me a one-page history: what we sold, what is pending, who the decision maker seems to be."
• After a meeting. "From this thread, draft a recap with the agreed next steps and dates."

Mail to someone you have never written to before will land in Drafts, so a person still presses send on every first contact. That is by design.

For support: shorter queues, fewer repeated answers

• Queue by urgency. "List unread mail from the last 24 hours in the Support folder. Sort it into urgent, normal and can wait, and say why for each urgent one."
• First-reply drafts. "Search my sent mail for earlier answers about password resets, then draft a reply to this customer that follows the same steps."
• Handover summary. "Summarise this thread in five lines for the next agent: what the customer wants, what we tried, what is pending."
• Oldest first. "Show the ten oldest unanswered customer mails and how many days each has waited."
• Tidy up. "Mark newsletters as read and move delivery notices to my Notifications folder."

For accounts: invoices without retyping

• Invoice capture. "Find mail from the last 30 days with an attachment and 'invoice' in the subject. Open each PDF under 5 MB and give me a table with vendor, invoice number, date, amount and due date."
• Chase approvals. "Which invoice mails did I forward for approval more than a week ago with no reply? Draft a reminder to each person."
• Payment reminders. Paste the overdue list from your accounting software, then: "Draft a polite reminder for each customer. Use the earlier thread with them for the tone and the invoice number."
• Month-end search. "List every mail from this vendor about this purchase order, oldest first, with the date and the amount mentioned."

The assistant can misread a PDF, so keep a person in the loop for amounts. It also cannot post anything into Tally or your books. It gives you a table that a person or an automation can carry over.

Running these on a schedule

You can ask each prompt by hand in Claude Code, Cursor or VS Code. To run one every morning, use the MCP Client node in n8n, or your own code with the MCP SDK, and post the result wherever your n8n can reach. The Help Center has the steps for n8n and your own code. A few rules matter more for unattended runs:

• Give the agent password only the permissions that workflow needs, one password per workflow.
• Treat the content of a mail as untrusted. Never let a message decide who mail is sent to.
• Save drafts instead of sending, and send from webmail after a look.
• If a send is retried, pass the same idempotency key so it cannot go out twice.

Start small

Pick one prompt from the list for your role, run it by hand for a week with read-only permissions, and check what it tells you against your own inbox. Then add drafts. Setup takes a few steps and is in the Help Center, and the announcement covers safety and cost.