Using Orova Connect
step by step.

00 · Before you start

What Orova Connect is and what to know first

This section explains the three areas of the module, the few words you will meet throughout the guide, and exactly where quota is spent.

The three areas

The only two places that cost quota

1. AI rewrite of an email or a template. Each rewrite is charged by the AI it actually uses.
2. AI transcription and summary of a meeting — AI recap in the room, the in-person recap page, or a recording you upload to the meeting report. Transcription is charged by the length of the audio, the summary by the amount of text. Each Summarize again counts as a new run.

Everything else is free of quota: connecting and syncing mailboxes, reading, sending and scheduling email, signatures, templates, contacts, filters, the calendar, invitations, meetings on Orova Meet (not counted by people or by minutes), screen sharing, chat, backgrounds, recording to your device, attendance and Excel export, and emailing a summary. Every plan has every feature; plans only differ in the amount of quota.

01 · Connect a mailbox

Connect a mailbox and decide who can use it

Before anything shows up in the Inbox you need at least one mailbox. This section covers Gmail, company email over IMAP/SMTP, and the access settings for each mailbox.

Managing each mailbox

• Set as default picks the mailbox used first when you write a new email.
• Test again re-checks the connection. The status column shows Connected, Connection error or Not tested yet.
• Upload logo gives the mailbox its own picture (PNG, JPG or WEBP, up to 1 MB). It shows in the mailbox list and when you choose which mailbox to send from.
• Each mailbox holds up to 2 GB of mail. When it is full, Orova keeps downloading the text of new mail but skips the attachments.
• Delete removes the mailbox from Orova together with every folder, message and attachment already downloaded. It does not touch the mail on your provider's server.

Who can see and use the mailbox

02 · Read and sort

Read and sort your email

The Inbox works much like Gmail. This section covers the category tabs, conversations, the everyday actions, search, filters and blocking, and the out-of-office auto-reply.

Everyday actions

• Right-click a message to open Message actions: move it to another tab, Find emails from this sender, reply, forward and more.
• Keyboard shortcuts in Gmail style (j/k, c, r, a, f, e, #, s, /) are off by default. Turn on Keyboard shortcuts in Settings › General; change any key in the Shortcuts tab.
• External images show by default. Set External images to Ask first if you prefer to load them only after clicking Show images.
• Trusted senders always show images and are never sent to Spam. Add them in Settings › Filters & blocked.
• The reading pane can be dragged wider or narrower.

Search

Type in the search box to find mail by sender or subject. Open Advanced search to combine From, To, Subject, Has words, Doesn't have, size, date range, the folder to Search in and Has attachment. From the same panel, Create filter turns your search into a filter.

• Export and Import move your filters as a file, for example between workspaces.
• Blocked senders lists every blocked address or domain (name@domain.com or @domain.com), with who blocked it and when. Unblock reverses it.

Auto-reply while you are away

In Settings › General, open Auto-reply for the mailbox you want and switch it On. Under Reply mode choose By dates (a From–Until range), By work schedule (outside Working hours, on Weekly days off and on the Holidays and custom days off you add), or Both. Write the Subject and the message. Tick Contacts only to reply only to people in your contacts. Each sender gets at most one auto-reply every 4 days.

03 · Compose and AI

Write email, signatures, templates and AI rewrite

Click Compose to start. This section covers the editor, signatures, recipients, scheduled sending, undo, rewriting with AI and working with templates.

The compose window

• The editor handles text formatting, lists, tables, Insert image and Insert link. Switch to HTML mode to paste or edit raw HTML, and back to Editor.
• The window can Minimize, Expand or go Full screen.
• Default font, size and colour come from Default font in Settings › General. Upload font adds your own .woff2 or .ttf file up to 2 MB.
• Choose the sending mailbox in From. Its signature is inserted automatically.
• Recipients are suggested from Contacts and Groups. One email can go to at most 100 recipients across To, Cc and Bcc, with attachments up to 25 MB in total.
• Replies and forwards open right under the message you are reading. The original is quoted and folded; Remove quoted text drops it.

Rewrite with AI

Templates

Open Templates in the module menu. There are two libraries. Your templates are the ones you create, edit, tag, group and handle in bulk (Add tag, Move to group, Delete templates). System templates are 35 read-only templates — quotes, invoices, payment requests, order confirmations, thank-you notes and more. They follow your interface language: Vietnamese if your interface is Vietnamese, English in every other language.

A template a colleague shared with Can use opens read-only: you can use it but not change it. Creating and using templates is free; AI rewrite inside a template costs quota just as it does in an email.

04 · Contacts

Keep your contacts

Contacts is the workspace's shared address book for email. It feeds the recipient suggestions when you write, and it is separate from the customer records in Orova CRM.

• Search and filter. Use the search box, the first-letter filter (names with Vietnamese accents still sort under the right letter, so "Đặng" goes under D), the Tags filter or Emailed to see people you have written to.
• Tags. Pick from a palette of 24 colours. One person can have several tags. Create one with New tag.
• Groups. A group is a list of addresses you can drop into the To field in one go. Create one with New group.
• Select several. Tick rows to Tag, Untag, Add to group or Delete them all at once.
• Auto-save contacts (on by default, in Settings › General) adds everyone you email to Contacts, so they are suggested next time.
• Columns can be dragged wider or narrower.

Export CSV downloads the whole address book as a CSV file.

05 · Calendar

Schedule meetings and send invitations

The meeting calendar is where every meeting starts. You set the time and the people, Orova creates the room and emails the invitations.

• Switch the view between Day, Week and Month (Week is the default). Today jumps back to the current date.
• The time grid moves in steps of 30 minutes by default; you can change the step.
• Search meetings by title, organizer, room or tag with Search meetings…, and narrow the calendar with Filters by tag or by room.
• Drag a meeting to a new slot to move it. For a repeating meeting, the edit form opens instead so you can decide what to change.

Invitations and replies

Each invitee receives an email with a calendar file (.ics) and two buttons, Accept and Decline. Answering from those buttons requires signing in to Orova. Replies show on the meeting as Accepted, Declined or Pending. Cancel meeting asks whether to cancel and notify attendees, then sends a cancellation email.

Rooms, topics and tags

Click Rooms on the calendar to open a window with three tabs: Rooms, Topic and Tags, each with a name and a colour. A physical room can have opening hours; Orova warns you with Room is already booked for this time or Room is closed at this time. On the calendar each meeting is painted in two layers: the left bar follows its topic, the background follows its first tag.

06 · Meeting room

The Orova Meet room and hosting a meeting

Orova Meet runs on Orova's own servers, not through Zoom or Google. Nobody installs anything: open the link in a browser and you are in. This section covers who can join, what you can do in the room, and the host controls.

Who can join

Change the option by editing the meeting; it applies from the next person who joins. Get the link with Copy link on the meeting details or in the lobby. The room opens 15 minutes before the start time and stays open up to 24 hours after it. Guests joining by name are rate-limited against spam.

In the room

• Quality. Auto (by server bandwidth) goes up to 1080p and steps down to 720p, 360p and 180p as the server needs; you can also choose under Quality. When the server has room, up to 50 people fit in one meeting.
• Layout. Auto, Speaker, or a grid of 4, 9 or 16 tiles. Full screen hides everything else.
• Share screen. Your screen appears as its own large tile. Stop sharing ends it.
• Chat. Messages with emoji and files up to 25 MB.
• Raise hand and React let you signal without talking. Everyone is told when someone joins.
• Background. Blur, Strong blur, White, Dark, 10 ready-made images, or Upload image (under 8 MB). The effect is processed on your own device.
• Record. Saves the meeting to your device as 2 files: video and separate audio. Orova does not keep a copy on its servers.

Host controls

• Room settings: set Who can chat, Who can unmute and Who can turn on camera to Everyone or Hosts only. It applies at once; nobody has to rejoin.
• Co-hosts (email): type an email or pick someone from the participants, up to 20 co-hosts. Guests who joined by name cannot become co-hosts.
• On each participant: Mute, Stop video, Allow mic, Allow camera, Lock chat / Unlock chat, Make co-host / Remove co-host, and Remove from the room.
• The Raised hands strip is visible to hosts only and has a Lower all hands button.
• Only a host can start AI recap (section 07). Meetings cost no quota, however many people or minutes.

07 · AI recap and report

AI recap, in-person recap and the meeting report

This is the "meetings without note-taking" part. AI listens, writes a transcript and turns it into a four-part summary — for online meetings, for meetings around a table, and for recordings you already have.

The meeting report (online meetings)

Open it from the meeting details or Report in the room. In-person meetings go to the recap page instead. The page has two cards: Attendance and AI summary.

• Attendance lists who joined, Joined at, Left at, Duration and the number of Sessions. Totals show Unique attendees (one person on two devices is not counted twice), Join sessions, Total time and who Stayed longest. A session with no recorded leave time is counted until the room closed and marked estimated. Guests who registered appear with their email and phone.
• Export Excel downloads a file with 2 sheets: one row per session, and a summary per person.
• AI summary comes from the AI recap, or from a file you upload: Choose file (webm, mp4, m4a or mp3, up to 500 MB), then Summarize with AI. The transcript shows the number of speakers and each one's talking time.
• Download .md saves the summary as a text file. Summarize again reruns it from the stored recording — for example after switching interface language to get the summary in another language.
• Send to attendees emails the summary to the invitees and the organizer, from the meeting's Send from account. If the meeting has no sending mailbox, edit the meeting and choose one first.

Quota for recaps

• Transcription is charged by the length of the audio, the summary by the amount of text. The wallet shows it as Meeting — AI meeting summary.
• Orova estimates the cost from the recording length before running. If the wallet is short, the recording is kept: top up, then click Summarize again.
• Each Summarize again is a new charge.
• A silent recording, or one with only noise, shows No speech was detected in the recording — the AI is not called and nothing is charged.
• A single recording can be up to 600 MB.
• Attendance, Excel export and emailing the summary cost no quota.

08 · FAQ

Frequently asked questions and common errors

The questions people ask most, followed by the errors they hit most and how to fix each one.