Approve or reject email that an AI agent wants to send
Review held messages from AI agent keys, see why they were held, and approve and send or reject them within 72 hours.
When an app or AI agent uses a mailbox through an API key, you can set rules on what it may send. A message that breaks those rules, or every message if you choose that, waits in Approvals until a person decides. This page is for mailbox owners and administrators. To set the rules, see API keys and AI agent rules.
Open the queue
Open Approvals. The heading says Messages AI agents want to send that need a person's OK. Four tabs filter the list: Waiting, Approved, Rejected and Expired. On a phone, Approvals is under More.
You are also notified in the app when something is held.
Review a message
Select an item. You see:
- which key asked, and the mailbox it wants to send from, plus the subject and how long ago it asked,
- Why it needs approval, a list of the rules it broke, such as sending outside the allowed recipients,
- From, To, Cc and Bcc, any attachments, and the full text. If the message has formatting, it is shown as plain text.
Decide
You can add a Note (optional, kept in the audit log). Then choose:
- Approve and send to send it as the mailbox. It still passes your workspace's normal sending rules, and who approved it is recorded.
- Reject to drop it. Nothing is sent.
Who can decide
Only the mailbox's owner or a workspace administrator. Other people see Only the mailbox's owner or a workspace administrator can decide this. Agents themselves can never see or decide approvals.
Time limit
A held message waits up to 72 hours. If nobody decides, it moves to Expired with the note Nobody decided within 72 hours, so it wasn't sent. The agent must send it again.
Decided messages stay in their tab with who decided and when, and your note.
Good to know
- Held messages keep waiting even if you change the rules afterwards.
- Treat approving like sending it yourself: check the recipients and the text.
Tips
- Check Why it needs approval before reading the text. It tells you what to look at.
- Review the queue daily, so useful messages do not expire.
More guides in Workspace administration
A tour of Admin for workspace administrators
What each Admin tab does, how usage and limits are shown on Overview, and where to start with a new workspace.
Create and manage users and mailboxes
Create mailboxes, add aliases and shared mailboxes, reset passwords, pause sending, suspend or delete, and understand what counts toward your plan.
Plan, billing, storage and add-ons
Read your limits, change plan, pay a term from the wallet, add storage or add-ons, and ask for a higher limit.
Set the workspace security policy
Require two-factor, control public links and outside sharing, allow self-service password reset, and review who has set up protection.
Set up single sign-on with your identity provider
Connect OpenID Connect or SAML, test it, turn it on, require it, and keep break-glass administrators.
Export workspace data
Download a full copy of mail, files, documents and more as ZIP parts, and what to do with it.