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feat(imap): add per-user IMAP ingestion accounts with quota enforcement

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Co-authored-by: christianlouis <361235+christianlouis@users.noreply.github.com>
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copilot-swe-agent[bot]
2026-03-08 13:01:14 +00:00
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docs/UserGuide.md
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@@ -107,6 +107,39 @@ DocuElevate acts as an email *client* that automatically retrieves document atta
> **HP Scanners and MFPs (Scan to Email)**: Configure your scanner's "Scan to Email" feature to send scanned documents to a dedicated email account. Point DocuElevate at that mailbox using the IMAP settings. DocuElevate will retrieve the scanned PDFs automatically — no manual forwarding required.
#### Per-User IMAP Accounts (Email Ingestion Dashboard)
In addition to the system-wide IMAP mailboxes configured by the administrator via environment variables, each user can configure their own personal IMAP accounts directly from the **Email Ingestion** page (`/imap-accounts`).
**To add a personal IMAP account:**
1. Navigate to **Email Ingestion** in the top navigation bar.
2. Click **Add Account**.
3. Fill in:
- **Label** — a friendly name for this account (e.g. "Work Gmail", "Scanner inbox")
- **IMAP Host** — your mail server hostname (e.g. `imap.gmail.com`)
- **Port** — typically `993` for SSL or `143` for plain/STARTTLS
- **Username** — usually your full email address
- **Password** — your email password or app-specific password
4. Select **Use SSL/TLS** (recommended).
5. Click **Test Connection** to verify the credentials before saving.
6. Click **Add Account** to save.
**Account options:**
- **Active** — when checked, the mailbox is polled on each cycle; uncheck to pause without deleting.
- **Delete emails after processing** — when checked, processed emails are permanently deleted from the mailbox instead of being marked as read/labelled.
**Quota limits** are determined by your subscription plan:
| Plan | IMAP accounts |
|--------------|---------------|
| Free | None (not available) |
| Starter | 1 |
| Professional | 3 |
| Power | Unlimited |
The quota bar on the Email Ingestion page shows your current usage against your plan limit. If you have reached the limit, delete an existing account or upgrade your plan.
### Watch Folders (Automatic Folder Ingestion)
Watch folders allow DocuElevate to automatically monitor directories for new files and ingest them without any manual action.