Fynesia — User Guide

What is Fynesia

Fynesia is a research assistant for your email and documents. Connect your mailbox (Outlook or IMAP) and your document sources (Google Drive, Zoom meeting summaries, or direct upload), and Fynesia indexes everything so you can search it and chat with it.

There are two assistants:

The email assistant on the inbox page searches across all your connected mailboxes.
The document assistant on the documents page searches across uploads, Drive imports, and Zoom summaries and transcripts.

Sign in with Google, Microsoft, or email and password. The first time, Fynesia creates your account and takes you to the connect-providers screen.

Your sign-in identity is independent of your connected accounts. You can sign in with Google and connect Outlook, or sign in with email/password and connect both Outlook and IMAP.

The interface

Four panes, left to right:

Navigation — switches between Mail and Documents.
Chat history — your past sessions, filtered by section.
Main pane — inbox or documents list.
Agent panel — the active chat assistant, opens when you start a session.

The active chat session lives in the URL, so refresh, share, and browser back/forward all work.

Connect Outlook

Click Connect Outlook on the Connect Providers page.
Sign in with Microsoft and accept the permissions.
Pick which folders to index. Optionally choose a date range.

You can change your folder selection later from the account card.

Connect IMAP

For any IMAP-compatible mailbox (Gmail with app password, Fastmail, OVH, iCloud, etc.):

Click Add IMAP mailbox.
Enter host, port (usually 993), security (SSL), username, and password or app password.
Click Test connection, then select folders and a date range.

If your provider has two-factor authentication, generate an app-specific password from your provider's security settings — your normal password won't work.

Chat with your email

The chat panel on the inbox page searches across all your connected mailboxes. Ask anything in plain language:

"What did Frédéric send me about the IMAP config?"
"Summarize the conversation about the Q3 budget."
"Show me unanswered emails from this week."

When a list of emails answers better than prose, the assistant paints the results into the inbox pane, filtered to the relevant messages.

Upload documents

Drag and drop files anywhere on the Documents page, or click the upload area.

Format	Notes
PDF	Native and scanned (OCR auto-applied).
DOCX	Word documents.
PPTX	PowerPoint.
XLSX	Excel. Complex sheets may not extract perfectly.
TXT	Plain text.
MD	Markdown.

Max 50 MB per file. Documents go through Pending → Processing → Indexed, usually under a minute.

Connect Google Drive

Fynesia imports documents from Drive on demand. You pick the specific files you want.

Click Import from Google Drive.
First time: sign in to Google and consent.
Google's file picker opens. Browse, search, or use the Starred view to find files.
Select and click Select. Files import and index automatically.

Fynesia uses the drive.file scope, which means it can only see files you explicitly pick through Google's picker. It cannot browse your full Drive.

Google-native files are exported to Office formats: Docs → DOCX, Sheets → XLSX, Slides → PPTX. The original Drive file is not modified. If you edit a file later, re-import it to update the indexed version.

Zoom

The Fynesia app for Zoom does three things with one connection:

Imports meeting summaries and transcripts. Pick a past Zoom meeting and Fynesia brings in its AI Companion summary and its transcript as two documents you can search and chat with.
Collects summaries after your meetings. When a meeting on your Fynesia calendar ends, Fynesia fetches its summary for you and offers to file it on the people you met.
Creates Zoom links for your events. Choose Zoom as the online meeting on a Fynesia calendar event, and Fynesia creates the meeting on your Zoom account and puts the link on the event.

Prerequisites

A Fynesia account.
A Zoom account. Creating meeting links works on any Zoom plan.
For summaries: a paid Zoom plan with AI Companion meeting summaries turned on. Zoom does not offer summaries on free accounts.
For transcripts: the meeting must have been transcribed, by AI Companion or by recording to the cloud with audio transcripts turned on. Your Zoom administrator may need to allow hosts to keep transcripts.
You must be the host of a meeting to import its summary or transcript. Zoom shares them with the host only.

What Fynesia can access

Permission	Why Fynesia needs it
Your Zoom user profile	To show which Zoom account is connected.
Your list of meetings and their past occurrences	To list meetings that have taken place, and to find the exact occurrence of a recurring meeting that just ended.
Meeting summaries	To import the AI Companion summary of meetings you host.
Meeting transcripts	To import the transcript alongside the summary.
Create, update and delete meetings	Only for events you create in Fynesia with Zoom chosen: to create the meeting, move it when you change the event's time, and delete it when you remove the event.

Fynesia never reads your Zoom chat, contacts or recording video, and never changes a meeting you did not create through Fynesia. Imported summaries and transcripts are saved to your Documents only; colleagues cannot open them unless you share them.

Adding the app

Sign in to Fynesia.
Open Settings → Connections, and under Document sources click Connect on the Zoom row. You can also start from Documents → Import → Zoom meetings, or by choosing Zoom as the online meeting on a calendar event.
Sign in to Zoom if asked, review the permissions listed above, and click Allow.
You return to Fynesia. The Zoom row shows connected and the Zoom account's email address.

One connection covers all three features. Connecting from any of these places connects Zoom everywhere in Fynesia.

Importing a meeting's summary and transcript

Open Documents, click Import and choose Zoom meetings.
The list shows Zoom meetings that have already taken place, from the last six months, newest first. Click Load more for older ones.
Tick the meetings you want and confirm.

Each meeting brings in up to two documents:

Document	What it contains
*Summary — meeting* (date)**	Zoom's AI Companion summary: overview, details and next steps.
*Transcript — meeting* (date)**	What was said, with who spoke and when.

The date in the name tells the meetings of a recurring series apart. A meeting that has only one of the two brings in that one. A message at the bottom of the screen counts what came in, for example 1 imported · 1 without a transcript.

Summaries after your meetings

For a meeting on your Fynesia calendar with a Zoom link (one that reads zoom.us/j/…), Fynesia checks for the summary a few minutes after the meeting ends, then less and less often for about five hours. When the summary arrives, it is saved to your Documents, with the transcript beside it when Zoom made one. The meeting's notes card tells you, and you choose whether to add it to the people you met. Nothing is added to a contact until you click.

Personal meeting links (zoom.us/my/…) don't say which meeting took place, so they aren't followed. You can turn the notes cards off under Settings → Connections → Calendars → Reminders, Ask for notes after meetings.

Creating Zoom links for calendar events

Create or edit an event in Fynesia's Calendar.
Under Online meeting, choose Zoom. The form shows A Zoom link will be added when you save.
Save. Fynesia creates the meeting on your Zoom account from the event's title, start time and length, and the link appears on the event.

If you change the event's time, the Zoom meeting moves with it. If you delete the event, or switch it away from Zoom, the meeting Fynesia created is deleted from your Zoom account.

Troubleshooting

What you see	What to do
Reconnect Zoom at the top of the Zoom meetings list, or reconnect needed in Settings	Your connection was made before Fynesia could read past meetings and transcripts, or create meetings. Click Reconnect Zoom (or Reconnect), approve the new permissions at Zoom, and try again.
Zoom: Only available for Paid account.	Summaries need a paid Zoom plan. Creating meeting links still works.
A meeting imports without a summary	AI Companion summaries were not on for that meeting, someone else hosted it, or Zoom has not finished processing it. Wait a few minutes after the meeting ends and try again.
without a transcript	The meeting was not transcribed. Turn on cloud recording with audio transcripts, or AI Companion, for future meetings.
A meeting you just held is not in the list	Only meetings that have ended are listed, and Zoom can take a few minutes to make one available.
Zoom shows revoked or error in Settings	Access was withdrawn at Zoom's end, for example the app was removed from the Zoom Marketplace. Click Reconnect to restore it.
The connection window does not open	Your browser blocked the pop-up. Allow pop-ups for the Fynesia site and click Connect again.

Removing the app

From Fynesia (recommended):

Open Settings → Connections.
On the Zoom row, under Document sources or Online meetings, click Disconnect.
Confirm in the dialog.

From Zoom:

Sign in to the Zoom App Marketplace.
Click Manage, then Added Apps.
Find Fynesia and click Remove.

What happens when you remove it

Fynesia's access to your Zoom account ends immediately. Disconnecting from Fynesia also asks Zoom to revoke the access and deletes the connection stored in Fynesia.
Importing from Zoom stops, and summaries no longer arrive after your meetings.
New calendar events no longer get a Zoom link created for them.
Meetings already created stay on your Zoom account, and links already on events keep working.
Summaries and transcripts you already imported stay in your Documents. Delete any you no longer want from the Documents page.
You can reconnect at any time, from Settings or from the Documents page.

Chat with your documents

The chat panel on the Documents page searches your indexed documents. Every factual claim in the response cites a specific document. If nothing relevant is indexed, the assistant says so rather than guess.

Citations

Responses contain numbered citation pills inline:

The contract covers third-party IP claims ¹ and excludes consequential damages ¹³. The cap is twelve months of fees ².

Hover a pill to see the document title and a preview of the cited passage.
Click a pill to jump to the document in the list. If the reader is open, it scrolls to and highlights the cited chunk.
Below each response, a Sources strip lists every document referenced. Click a card to open the document at the first cited passage.

When the assistant cites documents, the documents pane filters to just those sources. A × Clear button restores the full list.

Scope to specific docs

By default the document assistant searches all indexed documents. To restrict it:

Check the box next to each document you want to include.
A Scope strip appears above the chat composer.
Ask your question. The assistant searches only the selected documents.

Uncheck or click × Clear to return to global search. Selection applies to your next question; previous responses keep their original scope.

Disconnect a source

Email accounts: disconnecting revokes access, deletes stored credentials, and removes all indexed messages, attachments, and derived data from that account.
Drive / Zoom: disconnecting revokes access and deletes credentials. Previously imported documents remain in your documents list — delete them individually if you want them gone.

Delete data

Chat session: open the session, kebab menu, Delete.
Document: kebab menu on the row, or the Delete button in the reader.
Email account data: disconnect the account.
Entire account: Settings → Delete account. All connected accounts revoked, all data removed.

Backups may retain deleted data up to 30 days before rotation.

Troubleshooting

Sync stuck on "initial" or "syncing"

Open the account card to see the error. Common causes: expired or revoked credentials (reconnect), IMAP server rejected (check host/port/password).

The assistant can't find documents I uploaded

Check the documents are Indexed, not still Processing. Also check no scope is active — if documents are checked in the list, only those are searched. Clear selection to search globally.

Imported Google Doc is missing formatting

Fynesia exports Google Docs as DOCX. Text content is preserved; complex formatting (custom fonts, charts, embedded drawings) may not be. Full text remains searchable.

FAQ

Does Fynesia read all my email?

Only messages in folders you select, within the date range you choose. Other folders are never read.

Can I connect multiple mailboxes?

Yes. The inbox merges them and the assistant searches across all of them.

Are my emails used to train AI models?

No. Fynesia uses OpenAI and Anthropic APIs; per their API terms, submitted data is not used for training.

What happens to citations if I delete a document?

The file and its indexed content are removed. Past citations to it become "deleted document" placeholders. Chat history itself is preserved.

Contact

For anything not covered here, email hello@fynesia.com.

When reporting an issue, include what you were doing, what happened, and approximate time in your local time zone.