Britixo CRMBritixo CRM Enterprise Help Centre
Module category

Mailbox Exchange

Code-inspected guidance for personal and shared mailboxes, IMAP/SMTP setup, Inbox actions, drafts and scheduling, templates, categories, automatic replies, AI assistance, secure attachments, read receipts, CRM conversions and cron automation.

190 code-backed guidesModule v1.0.0Exact routes, permissions, fields and workflow branches

Module setup, access and navigation

01Mailbox Exchange module overviewUnderstand how every module workspace connects.02Activate Mailbox Exchange locallyCreate required tables/options through the supported module activation flow.03Understand Mailbox Exchange local licence behaviourUnderstand the local activation screen and disabled marketplace callbacks.04Assign Mailbox Exchange mailbox permissionsGrant the mailbox capability group.05Assign Mailbox Exchange account permissionsGrant account-management capabilities.06Assign Mailbox Exchange template permissionsGrant email-template capabilities.07Assign Mailbox Exchange automatic-reply permissionsGrant automatic-reply rule capabilities.08Assign Mailbox Exchange category permissionsGrant message-category capabilities.09Understand the Mailbox Exchange menu and exact routesUse every code-registered workspace.10Use the Mailbox Exchange topbar unread indicatorReview total and per-account unread counts.11Use Mailbox Exchange menu badgesInterpret unread, draft and scheduled counters.12Understand Mailbox Exchange demo mode restrictionsKnow which actions are blocked by MAILBOXAI_DEMO.13Resolve an empty Mailbox Exchange account listCreate or obtain access when Inbox has no accessible account.14Understand accessible Mailbox Exchange accountsKnow how ownership and shared membership determine access.

Global settings, synchronisation and AI defaults

01Open Mailbox Exchange settingsOpen the administrator-only configuration screen.02Enable or disable Mailbox Exchange globallyControl module processing without deleting records.03Choose the Mailbox Exchange synchronisation modeSelect cron, hybrid or manual-only operation.04Set the Mailbox Exchange sync intervalChoose account due interval.05Synchronise only unseen messagesLimit account sync to unseen mail where supported.06Set the initial Mailbox Exchange sync periodLimit historical retrieval on initial sync.07Set the maximum messages per folderLimit folder processing scope.08Set the Mailbox Exchange sync chunk sizeControl sync batch size.09Control attachment downloading during syncChoose whether attachments are stored locally.10Set the maximum Mailbox Exchange attachment sizeSet local attachment size limit.11Configure allowed Mailbox Exchange attachment extensionsDefine the normal allow-list.12Enable recipient autosuggestionsControl CRM address suggestions.13Enable Mailbox Exchange AI featuresControl availability of AI actions.14Configure automatic email summarisationSet automatic summary preference.15Configure automatic email classificationSet automatic classification preference.16Choose the Mailbox Exchange AI providerSelect the supported provider.17Store the OpenAI API key securelyAdd or retain the encrypted AI credential.18Choose the Mailbox Exchange OpenAI modelSet the provider model identifier.19Set global AI language, tone, length and signature defaultsSet inherited writing preferences.20Understand AI maximum characters and PII redaction optionsUnderstand technical AI options not exposed by the supplied settings view.21Configure Mailbox Exchange logging and retentionSet diagnostics and retention days.22Configure hybrid web auto-sync limitsSet browser-request sync constraints.23Enable Mailbox Exchange read receiptsControl tracking-pixel generation.

Mailbox accounts, credentials and shared access

01Open the Mailbox Exchange account registerReview personal and shared mailbox connections.02Create a personal Mailbox Exchange accountAdd a staff-owned connection.03Edit a personal Mailbox Exchange account safelyUpdate an owned connection without revealing secrets.04Activate or deactivate a Mailbox Exchange accountControl active processing while preserving history.05Delete a Mailbox Exchange account and owned dataRemove the account and module-owned dependants.06Validate mailbox email, IMAP host and portComplete required connection identity fields.07Configure password-based IMAP authenticationConnect with username and encrypted password.08Configure OAuth IMAP authenticationUse the account OAuth path.09Choose IMAP encryption and certificate validationSet SSL, TLS or none and control certificate checks.10Configure a receive-only Mailbox Exchange accountLeave SMTP unconfigured when sending is not required.11Configure SMTP sendingAdd sending server settings.12Retain encrypted account secrets during an editChange non-secret settings without overwriting credentials.13Use the Gmail connection presetPopulate standard Gmail fields without overwriting entered values.14Use the cPanel mailbox connection presetPopulate common cPanel values and replace the example domain.15Use account email username autofillCopy email into empty username fields.16Configure the account email signatureStore a sanitised mailbox signature.17Configure account-level AI preferencesOverride global AI writing defaults for one account.18Understand personal and shared mailbox typesChoose ownership and membership model.19Create a shared Mailbox Exchange accountCreate a team mailbox with members.20Edit a shared Mailbox Exchange accountChange connection or member assignments.21Assign shared mailbox read permissionAllow message access for one member.22Assign shared mailbox send permissionAllow compose, reply, forward and outbox use.23Assign shared mailbox delete permissionAllow supported local deletion.24Understand account uniqueness rulesAvoid duplicate account identity.25Refresh or synchronise one Mailbox Exchange accountRun manual folder refresh and review outcome.26Interpret Mailbox Exchange last-sync statusRead synced, issue and unknown states.

Inbox, folders, search and message actions

01Open the Mailbox Exchange inboxOpen an accessible account and folder.02Choose an account in Mailbox Exchange InboxSwitch between accessible accounts.03Refresh Mailbox Exchange foldersRetrieve folder list from IMAP.04Understand the default Mailbox Exchange folderKnow default folder selection.05Navigate Mailbox Exchange message pagesUse inbox pagination.06Search Mailbox Exchange messagesSearch by sender or subject.07Filter all Mailbox Exchange messagesClear specialised filters.08Filter unread Mailbox Exchange messagesShow unread only.09Filter flagged Mailbox Exchange messagesShow flagged only.10Filter starred Mailbox Exchange messagesShow starred only.11Filter messages with attachmentsShow messages with attachment records.12Filter Mailbox Exchange messages by categoryShow one selected category.13Understand hybrid light-sync conditionsKnow exact conditions for limited web sync.14Understand the mixed Sent folderInterpret IMAP messages and local outbox rows together.15Read Mailbox Exchange folder countsInterpret total and unread counts.16Open a Mailbox Exchange message or threadView protected detail, attachments and related records.17Mark a Mailbox Exchange message read or unreadChange one message state.18Star or unstar a Mailbox Exchange messageChange one message star state.19Assign or clear a message categoryClassify or unclassify one message.20Use Mailbox Exchange bulk message actionsApply supported action to selected messages.21Delete a Mailbox Exchange message locallyRemove local module record through access checks.22Understand protected message-body renderingKnow email HTML sanitisation and CSP.23Review a message attachment listView protected attachment metadata.24Use the dashboard email-detail viewOpen a message from dashboard integration.25Understand topbar auto-refresh behaviourKnow automatic unread refresh.

Compose, reply, forwarding and outbox workflows

01Open Mailbox Exchange composeStart a message from an account with send access.02Enter To, Cc and Bcc recipientsAddress outgoing mail using supported separators.03Use Mailbox Exchange recipient autosuggestionsSearch authorised CRM addresses.04Use an active email template in composeInsert reusable active content.05Write a Mailbox Exchange subject and HTML bodyComplete outgoing content.06Send a Mailbox Exchange message immediatelyAttempt SMTP delivery now.07Save a Mailbox Exchange draftStore unfinished content.08Schedule a Mailbox Exchange messageQueue mail for future delivery.09Understand compose action normalisationKnow supported action values.10Add attachments to an outgoing messageStore protected outbox files.11Forward a Mailbox Exchange messageCreate a forward linked to source.12Copy original attachments into a forwardCopy accessible source files.13Reply to one Mailbox Exchange messageAddress preferred sender.14Reply all in Mailbox ExchangeBuild deduplicated reply-all recipients.15Understand reply subject handlingKnow Re: prefix behaviour.16Append the account signature and quoted originalKnow automatic reply body additions.17Save or schedule a Mailbox Exchange replyApply draft/schedule rules to replies.18Use AI controls while composing or replyingRequest AI drafting assistance.19Understand Mailbox Exchange outbox statusesInterpret every outbox state.20Open the Mailbox Exchange drafts listView current staff drafts.21Open the Mailbox Exchange scheduled listView current staff queued messages.22Edit a draft or queued outbox itemChange editable owned mail.23Send an outbox item nowAttempt delivery from an existing item.24Cancel a queued Mailbox Exchange messageStop a scheduled item.25Delete a Mailbox Exchange outbox itemDelete only permitted owned states.26Remove an attachment from an outbox itemDelete one owned editable outbox file.27Understand outbox retry behaviourKnow retry delay and threshold.28Understand inactive-account send failuresKnow missing/inactive account handling.

Templates, categories and automatic replies

01Open the Mailbox Exchange email-template registerReview staff-owned templates.02Create a Mailbox Exchange email templateSave reusable content.03Edit a Mailbox Exchange email templateUpdate an owned template.04Activate or deactivate an email templateControl composer availability.05Delete a Mailbox Exchange email templateRemove an owned template.06Open the Mailbox Exchange category registerReview staff-owned classifications.07Create a Mailbox Exchange categoryCreate named coloured classification.08Edit a Mailbox Exchange categoryUpdate an owned category.09Activate or deactivate a message categoryControl availability without deleting.10Delete a Mailbox Exchange categoryRemove through supported model action.11Open the Mailbox Exchange automatic-reply registerReview staff-owned rules.12Create a Mailbox Exchange automatic-reply ruleBuild account, sender, subject, frequency and schedule conditions.13Choose all or selected accounts for an automatic replySet rule mailbox scope.14Configure automatic-reply sender scopeChoose any, only-list or exclude-list.15Configure automatic-reply sender matchingChoose wildcard, contains, equals or regex.16Configure automatic-reply subject matchingChoose any/text/keyword/regex subject logic.17Choose automatic-reply send frequencySend every match or once per sender.18Configure automatic-reply subject placeholdersUse original subject in response.19Write the automatic-reply bodyStore response content.20Limit automatic replies to weekendsApply weekends-only condition.21Configure an automatic-reply time windowSet start/end/timezone.22Set automatic-reply cooldown minutesLimit repeated responses.23Set the automatic-reply maximum per dayCap daily sends.24Understand automatic-reply message exclusionsKnow early skip conditions.25Understand automatic-reply delivery and loggingKnow headers, logs and stop behaviour.26Edit or disable an automatic-reply ruleChange matching or stop future execution.27Delete an automatic-reply ruleRemove through permission-checked action.

AI assistance, CRM conversion, read receipts and attachments

01Understand Mailbox Exchange AI prerequisitesCheck every condition before AI use.02Generate an AI suggested replyCreate an unsent reply suggestion.03Improve a draft message with AIRewrite draft for clarity/professionalism.04Summarise one email with AIProduce 3–6 bullet summary.05Classify one email with AIGenerate a short label.06Refine an AI reply with an instructionApply user refinement to a draft.07Understand invalid AI actionsKnow supported action names.08Generate an unread email AI summarySummarise newest unread incoming messages.09Understand effective Mailbox Exchange AI preferencesKnow global/account preference resolution.10Understand Mailbox Exchange AI request limitsKnow input/output parameters.11Protect personal information in Mailbox Exchange AI workflowsApply authorised external-provider controls.12Convert an email into a CRM taskCreate core task from message.13Convert an email into a CRM ticketCreate core support ticket.14Convert an email into a CRM leadCreate native lead from sender/message.15Review Mailbox Exchange conversion historySee created task/ticket/lead mapping.16Understand Mailbox Exchange read-receipt tokensKnow secure token creation/validation.17Understand the public read-receipt pixel routeKnow public event processing.18Interpret read-receipt evidence correctlyAvoid overstating tracking evidence.19Download a Mailbox Exchange attachment securelyUse protected download controller.20Preview a ZIP attachment safelyList archive without extraction.21Preview text-like and potentially active attachments safelyRender escaped preview.22Understand denied attachment extensionsKnow security deny-list.

Automation, security, data ownership and troubleshooting

01Understand Mailbox Exchange cron account synchronisationKnow after_cron_run account processing.02Understand Mailbox Exchange cron outbox processingKnow scheduled queue processing.03Understand queued outbox lockingPrevent duplicate sends.04Understand Mailbox Exchange retry limitsKnow retry count and delay.05Understand Mailbox Exchange database tablesIdentify module-owned data areas.06Understand Mailbox Exchange secret encryptionKnow protected credentials.07Understand Mailbox Exchange CSRF handlingKnow AJAX request protection.08Understand Mailbox Exchange account and ownership enforcementKnow layered access.09Understand local message deletion scopeKnow deletion is local.10Understand Mailbox Exchange retention and file cleanupKnow dependent cleanup.11Verify Mailbox Exchange after installationRun end-to-end test.12Troubleshoot a missing Mailbox Exchange menuRestore visibility within scope.13Troubleshoot account form permission behaviourHandle supplied capability mismatch safely.14Troubleshoot an IMAP authentication failureDiagnose without disabling TLS validation.15Troubleshoot an SMTP send failureDiagnose failed/retried outbox.16Troubleshoot Mailbox Exchange sync not runningCheck mode, cron, due and status.17Troubleshoot hybrid light-sync not runningCheck all preconditions.18Troubleshoot a scheduled message not sentCheck due queue and account.19Troubleshoot missing recipient suggestionsCheck option/query/source permissions.20Troubleshoot Mailbox Exchange AI unavailableCheck all prerequisites.21Troubleshoot an automatic reply not sentCheck order, exclusions, conditions, limits and SMTP.22Troubleshoot a missing or unsafe attachmentCheck download/size/extension/storage.23Troubleshoot missing read-receipt eventsAccount for mail-client behaviour.24Troubleshoot an email-to-CRM conversion failureCheck permissions/fields/source.25Run the Mailbox Exchange operational go-live checklistVerify complete production readiness.