Company>Application Options>Email tab: Mailbox Setup |
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Mailbox Setup
Add all your mailboxes, for example, supports, sales, accounts, IMAP Server, SMTP Server and so on. Importing emails into ' Employee Tasks' and assign them to an employee.
Go to: Company > Application Options> Email >Mailbox Setup
Folders |
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IMAP Server |
Incoming mail server (e.g., imap.gmail.com, outlook.office365.com). |
SMTP Server |
Outgoing mail server (e.g., smtp.gmail.com, smtp-mail.outlook.com). |
Username |
Full email address (e.g., support@yourcompany.co.za). |
Port Numbers |
Standard defaults (IMAP: 993 with SSL/TLS; SMTP: 587 with STARTTLS) — confirm with your email provider. |
Inbox Folder (If needed) |
Select your Inbox from the dropdown (Usually not needed) → This routes incoming emails to Employee > Task Email Import for automatic task creation and assignment to employees.
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Archive Folder |
Archive Folder (usually Don't Archive) Select Inbox.archive (or your custom archive folder). → Archived emails from Smart-IT are moved here for clean inbox management.
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Sent Folder |
Sent Folder Select Inbox.sent (or your Sent Items folder). → Copies of emails sent from Smart-IT (e.g., replies, quotes, invoices) are saved here in your email provider (Outlook, etc.).
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Configure Tasks from email |
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Task Type |
Use the Employee > Tasks Email Import form to define default task types (e.g., "Support Enquiry", "Sales Lead").
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New Customer Lead Source |
For incoming emails that could become leads: Go to Customer > Classification > Lead Source to add or select sources (e.g., "Email Enquiry", "Website Form").. |
Important: After selecting folders, click Refresh Folder List to fetch and activate the latest folder list from the server. This ensures the dropdowns show current folders and enables proper syncing.
