Build repeatable workflows and use tools safely

Before connecting email or another service

A connection lets an AI tool access information or functions in another account. This can include email, calendars, cloud storage, documents, contacts, workplace systems and other external services. Reading an account and changing it are different permissions.

Interfaces and policies vary. Check the provider’s current permissions and privacy information for your exact tool, account and organization. A prompt saying “do not send” does not remove a tool’s permission to send.

1. Read access: Can it read one item, an entire mailbox, attachments, shared folders, calendar details or contacts? Does it also reach other people’s information?
2. Actions: Can it only view, or can it send, edit, delete, publish, share or change permissions? Give only the account, folder, file or function needed. This is called least privilege.
3. Duration: Is access one-time or ongoing? Could it access future messages or files? Check expiry and background access rather than assuming the connection ends with the chat.
4. Authority: Does the information involve your workplace, customers or other confidential matters? Confirm your employer’s or organization’s approval for this tool and use. Your ability to click “Allow” is not organizational authorization.
5. Data use: Check what connected information may be copied, stored, retained or used, including whether it may be used to improve models and who can access it. Check both the AI service and the connected service.
6. Exit: Find where to review and revoke access in the account’s security or connected-app settings and in the AI tool. Revoking future access may not delete copies already retained; check the deletion policy separately.
7. Need: Would manually providing a small, redacted, authorized excerpt be safer? If the benefit does not justify the exposure, decline the connection. If essential permissions or policies remain unclear, pause and ask the organization’s responsible person.

Worked example with fictional email

Maya wants a checklist for an imaginary community event. The fictional email says: “Budget ceiling $600. Two speakers to contact. Venue and date unconfirmed.” The tool requests ongoing access to read the whole mailbox and send messages. The checklist needs only those three sentences, so Maya declines the connection and pastes that fictional excerpt.

Prompt: “Using only these fictional notes, draft a checklist. Separate confirmed facts from items needing confirmation. Do not invent dates or commitments.” Maya checks that the output keeps the venue and date unconfirmed. No account is connected and no email is sent.

For a recurring authorized task, a limited connection could be reasonable if its access, retention and benefit are understood. If the tool cannot limit access enough, choose a safer workflow or seek approval before proceeding.

Decision activity for both paths

Do this on paper or in your notes; do not connect an account. A fictional volunteer group wants a weekly summary of three public event notices. Option A allows ongoing reading and sending across a mailbox. Option B, if supported, reads only a dedicated folder and has no send permission. Option C uses manually supplied public excerpts.

Choose an option and explain: what it can read and do; whether ongoing access is needed; whose authorization is required; what retention and revocation information you would check; and whether the time saved justifies the exposure. If information is missing, state what you would ask before deciding.