Contacts

MailPrism contacts are the people you actually communicate with — not your Google Contacts. MailPrism builds the list by scanning your Gmail Sent folder, so a contact is someone you've genuinely exchanged email with. That real history is what powers cold-email detection and lets your rules treat trusted senders differently from strangers.

Not Google Contacts

Your MailPrism contact list is separate from Google Contacts. It reflects who you email, which is exactly what MailPrism needs to spot cold outreach and personalize automation.

The contacts list

Open Contacts to see everyone MailPrism knows about. Each row shows:

• Name — the contact's display name (falls back to their email address).
• A Domain badge if the entry matches a whole domain rather than one address.
• A status badge — Trusted, Blocked, or Normal.
• The email address, company domain, total email count, and when you last interacted.
• Their category, if one is set.

At the top, a stats row summarizes your list: Total Contacts, Companies, Trusted, and Auto-detected.

Search and filter

Control	What it does
Search	Find contacts by name or email address
Status	Filter by All, Normal, Trusted (allowlist), or Blocked (denylist)
Category	Filter to a single contact category

Use Clear to reset every filter at once.

Contact detail

Click any contact to open their detail page. It shows the full record:

Field	What it means
First / Last / Display Name	The contact's name
Email or Domain	The address or domain this contact matches
Status	Trusted, Blocked, or Normal — see Categories & relationships
Category	The assigned category, if any
Relationship	Unknown, Cold, Warm, or Established — how it's computed
Total Interactions	Total emails exchanged
Last Interaction	When you last emailed each other
Source	How the contact was added (manual, sent scan, inbound, imported)
Notes	Anything you've jotted down

An Email Activity card breaks the totals into Emails Sent, Emails Received, and Total.

Keeping a contact current

For email contacts, the detail page offers:

• Refresh — re-reads the contact's name from your Gmail message headers.
• AI Fix — uses AI to analyze email signatures and fill in name details.
• Edit — change name, status, category, or notes.
• Delete — remove the contact (this can't be undone).

AI Fix is a Business feature

The AI Fix button appears only on Business-tier workspaces, and only when AI features are turned on. Plain Refresh is always available.

Adding a contact

Choose Add Contact and fill in the form:

1. Type — an Email Address (one person) or a Domain (everyone at, say, example.com).
2. Email / Domain — the value to match.
3. First / Last / Display Name — optional name fields.
4. Status — Normal, Trusted (allowlist), or Blocked (denylist).
5. Category — optional. See contact categories.
6. Notes — anything you want to remember.

AI category detection

On Business-tier workspaces with AI enabled, an AI Assist badge appears next to the Category field and a Detect button suggests the best category from the email or domain you entered. Pick it or override it — you're always in control.

Importing contacts

Open Import Contacts to build your list from Gmail. MailPrism scans your Sent folder and creates a contact for each recipient that clears your thresholds.

Setting	What it controls
Lookback Period	How far back to scan — 7 days up to 1 year (90 days recommended)
Minimum Emails	Only include recipients you've emailed at least this many times (recommended: 3)

Start the sync and a progress bar shows the page being scanned and recipients found. A Sync History card below logs each run with the emails processed, new and updated contacts, and how long it took.

CSV import is on the way

Manual CSV upload is marked Coming Soon in the app. For now, import is from Gmail. You can already export your contacts to CSV from the More menu on the Contacts page.

Bulk actions

From the More menu on the Contacts page:

• Refresh — reload the list.
• Re-analyze All (Business + AI) — re-reads names for every auto-detected contact from Gmail headers in a batch.
• Export Contacts — download the whole list as a CSV file.
• Import Contacts — jump to the Gmail import screen.
• Delete All & Re-sync — delete every auto-detected contact and re-import them from Gmail with corrected parsing. Manually created contacts are not affected.

How contacts get created automatically

You don't have to add contacts by hand. MailPrism creates them as it works:

• From your Sent folder — when you run an import, or as part of background syncing, recipients you email become contacts.
• From inbound email — when a new message is processed, the sender can be added automatically.

The auto-contact filter

MailPrism shouldn't turn every cold pitch or newsletter blast into a contact. The auto-contact filter stops that. After AI analyzes an inbound email, if the message matches one of your excluded signals, the auto-created contact is removed.

By default, the filter is on and excludes:

Cold outreach Spam Automated / no-reply Newsletters Promotions Sales & marketing

You can also exclude Notifications and Social media, or turn the filter off entirely, under Settings → Contacts.

Your real relationships are protected

The filter only ever removes a freshly auto-created cold contact — one you've never emailed back and have barely received from. Contacts you've replied to, or added yourself, are never touched.

→ Next: Categories & relationships