Search Knowledge Base Articles

Find answers to your questions quickly

Getting Started with Mailbox

Published: 2025-08-10 12:28:50
70 views
Communication

Getting Started with Mailbox



Welcome to the Mailbox module! This guide will help you get up and running with email management in your Perfex CRM system.

Prerequisites



Before you begin, ensure:
- ✅ Mailbox module is installed and activated
- ✅ You have staff permissions to access mailbox features
- ✅ Your admin has configured email server settings
- ✅ Your email account credentials are properly set up

First Time Setup



1. Accessing the Mailbox

  • Login to Perfex CRM with your staff credentials
  • Navigate to the sidebar menu and click on "Mailbox"
  • Check for the email icon (????) in the main navigation - you should see a badge with unread count if there are new emails

2. Initial Configuration

When you first access the mailbox, you may need to configure your email settings:

Go to Mailbox → Configuration (if available)
Enter your email credentials:
- Email address
- Email password
- Custom IMAP settings (if different from system defaults)
Test the connection to ensure everything works
Save your settings


Note: If you don't see configuration options, your admin may have pre-configured your account or you may need to contact them for setup.



Understanding the Interface

Main Mailbox Layout



Key Interface Elements



- Folder Sidebar: Navigate between Inbox, Sent, Drafts, etc.
- Email List: View all emails in the selected folder
- Search Bar: Find specific emails quickly
- Compose Button: Create new emails
- Settings/Config: Access configuration options

Basic Email Operations

Reading Emails


Click on any email in the list to open it
View email details including:
- Sender information
- Recipients (To, CC, BCC)
- Subject and date
- Email content
- Attachments (if any)
Use action buttons to:
- Reply/Reply All
- Forward
- Mark as important
- Add to starred
- Delete

Composing New Emails

Click the "Compose" button (usually blue with ✏️ icon)
Fill in the email form:
``
To: recipient@example.com
CC: (optional)
BCC: (optional)
Subject: Your email subject

Email content goes here...
``
Optional actions:
- Attach files using the attachment button
- Save as draft if you're not ready to send
- Link to CRM records (leads, customers)
Click "Send" to deliver the email

Replying to Emails



Open the email you want to reply to
Click "Reply" or "Reply All"
The compose window opens with:
- ✅ Recipient pre-filled
- ✅ Subject with "Re:" prefix
- ✅ Original message quoted below
Type your response above the quoted text
Send your reply

Organizing Your Emails

Using Folders

- Inbox: New incoming emails
- Starred: Important emails you've marked
- Sent: Emails you've sent
- Drafts: Unsent draft emails
- Trash: Deleted emails
- Important: High-priority emails

Email Actions

Mark as Read/Unread

- Unread emails appear in bold
- Click the envelope icon to toggle read status
- Bulk actions: Select multiple emails and mark all at once

Starring Emails


- Click the star icon (⭐) to mark important emails
- Starred emails appear in the Starred folder
- Use for emails you need to follow up on

Deleting Emails


- Select emails using checkboxes
- Click delete button (????️) to move to trash
- Emails in trash can be restored or permanently deleted

Finding Emails

Basic Search


Use the search box at the top of the email list
Type keywords to search in:
- Subject lines
- Sender names
- Email content
Press Enter or click the search button

Advanced Filtering


- Filter by date range
- Filter by sender
- Filter by email status (read/unread, starred, etc.)
- Filter by folder

CRM Integration Features

Linking Emails to Records


When composing or viewing emails, you can:

Link to Leads:
- Associate email conversations with lead records
- View email history on lead profile
- Track lead communication timeline

Link to Customers:
- Connect emails to customer accounts
- Maintain complete communication history
- Improve customer service tracking

Conversation Threading



- Related emails are grouped into conversations
- Click conversation to see the full email thread
- Responses and forwards maintain the conversation link

Personal Settings

Email Preferences



Access your mailbox settings to configure:

- Display preferences: Emails per page, date format
- Notification settings: Email alerts and sound notifications
- Signature settings: Automatic email signatures
- Auto-refresh intervals: How often to check for new emails

Security Settings

- Change email password: Update your email account password
- Two-factor authentication: Enable additional security (if available)
- Session timeouts: Configure automatic logout times

Best Practices

✅ Email Organization

- Star important emails for quick access
- Use folders to categorize emails by project or priority
- Delete unnecessary emails to keep your mailbox clean
- Archive old emails rather than leaving them in inbox

✅ Professional Communication

- Use clear subject lines that describe the email content
- Include proper greetings and signatures
- Link emails to CRM records for better customer tracking
- Reply promptly to maintain good customer relationships

✅ Security Habits

- Never share email passwords with others
- Log out completely when using shared computers
- Be cautious with attachments from unknown senders
- Report suspicious emails to your administrator

Common Issues & Solutions

Problem: Can't see the Mailbox menu


Solution: Contact your administrator to:
- Verify the module is activated
- Check your user permissions
- Confirm email server settings are configured

Problem: Emails not appearing


Solutions:
Check email server settings in configuration
Verify CRON jobs are running (admin task)
Test email connection in settings
Clear browser cache and refresh the page

Problem: Can't send emails


Solutions:
Check SMTP settings are correct
Verify email password hasn't changed
Test SMTP connection in configuration
Check internet connectivity

Problem: Attachments won't upload


Solutions:
Check file size limits (usually 25MB max)
Verify file type is allowed
Try different browser if issues persist
Contact admin about server upload limits

Getting Help



If you encounter issues not covered in this guide:

Check the Advanced Features Guide for more detailed instructions
Contact your system administrator for technical issues
Review the Configuration Guide if you have admin access
Check Perfex CRM documentation for general CRM questions



Congratulations! You're now ready to use the Mailbox module effectively. Start by sending your first email and explore the various features at your own pace.

Next Steps: Once you're comfortable with the basics, check out the Advanced Features Guide to learn about email tracking, templates, and automation features.

Did you find this article useful?