Email
Connect one or more personal mailboxes to EloSync with IMAP (receive) and SMTP (send). Browse Inbox and folders, compose drafts, send mail, and manage reusable templates and signatures.
Email is a free Marketplace opt-in module. Mailboxes and signatures stay personal — each user connects and sees only their own accounts, folders, and messages. Templates can be shared with the workspace or kept private.
Not the same as platform mail or Communication Templates
| Feature | Purpose |
|---|---|
| Email (this module) | Your personal IMAP/SMTP inbox inside EloSync |
| Settings → Mail | Workspace / system transactional delivery (invites, password resets, digests, notifications). See Tenant Settings. |
| Communication Templates | Shared plain-text templates for channels such as WhatsApp from Leads. See Communication Templates. |
| Email Logs | Delivery history for platform/workspace outgoing mail — not your personal mailbox |
Personal mailbox SMTP credentials are not the Settings → Mail provider. Connecting Gmail/Outlook here does not change how EloSync sends system notifications.
Install from Marketplace
- Open Marketplace.
- Find Email (Communication category).
- Click Install (free —
$0; not included by default on new workspaces).
You need Marketplace purchase permission to install. After install, your role still needs Email permissions (below) and you must connect a mailbox.
Connect IMAP / SMTP
- Open Email in the Communication sidebar section.
- If you have no account, use Connect your mailbox. To add another, use Add mailbox.
- Choose a preset or Custom:
- Gmail — IMAP/SMTP hosts and ports prefilled; use a Google App Password (2-Step Verification required). OAuth sign-in is not available in this version.
- Outlook / Microsoft 365 — hosts prefilled; use an app password or SMTP authenticated credentials as your provider allows. OAuth is not available in this version.
- Custom — enter IMAP and SMTP host, port, encryption, and username/password yourself.
- Enter email address, display name, passwords, and Auto-sync interval (default every 5 minutes; options 5 / 10 / 15 / 30 / 60).
- Optionally mark Default mailbox (used as the starting From when you compose).
- Test the connection, then save.
Use the mailbox switcher on the Email page to change which inbox you are viewing. Under Actions you can edit credentials, Set as default, or Disconnect.
Your mail provider must allow SMTP from the application server’s IP. If Test connection times out after IMAP works, ask the provider to permit SMTP (ports 587 and/or 465) for that server IP.
Manual Sync on the Email page still runs anytime. Background sync uses each mailbox’s interval when the scheduler and email-sync queue worker are running.
Disconnect removes the account and synced folders, labels, and messages from EloSync for that mailbox (mail remains on the provider). Attachment download and upload are not available in this version; a paperclip badge may appear when the provider reports attachments on a message.
Inbox and folders
After connect and sync:
- Folders appear in a left pane (Inbox, Drafts, Sent, Trash, Spam, and custom folders from the server).
- Select a folder to list messages; open a row to read in the reading pane. HTML messages render as full HTML (styled layout) in a sandboxed viewer after sanitization; plain-text-only messages show as text.
- Use the reading pane control (layout icon next to search) to switch between Right panel (default, resizable list width) and Full panel (message fills the content area; Back to list returns to the split view without changing your saved layout preference). Your choice is remembered in the browser.
- Search filters the current folder (or label) list.
- Use checkboxes to select multiple messages (or select all visible in the current list), then Mark read / unread, Move to, Labels, or Delete from the bulk toolbar (up to 25 messages per bulk request). Delete follows the same Trash vs permanent rules as a single message.
- Reply / Forward from the reading pane opens Compose with the thread quoted.
- Move to lets you pick another synced folder (IMAP move).
- Delete moves the message to Trash when that folder exists; deleting again from Trash permanently removes it. If the message is already gone from your real mailbox (deleted in Gmail/Outlook), EloSync still removes it from the Email module instead of showing an error. Temporary mailbox connection failures keep the EloSync copy and show an error so mail is not lost.
Unread counts refresh with sync. Creating folders happens in your mail provider or webmail, then Sync in EloSync — folder create from the EloSync UI is not available in this version.
Labels
Labels are EloSync-only tags for organizing mail. They do not sync to Gmail/Outlook IMAP folders.
- Under folders in the left pane, the Labels heading lists your labels for the selected mailbox.
- Use the tags icon next to Labels to create, rename, recolor, or delete labels.
- Open a message and use Labels in the reading pane to apply or remove labels (a message can have several).
- Or select several messages and use the bulk Labels menu to add or remove a label across the selection.
- Click a label in the sidebar to list every message on that mailbox that has the label (across folders).
Disconnecting a mailbox removes its EloSync labels and assignments. Mail on your provider is unchanged.
Compose, drafts, and sent
- Click Compose (or Reply / Forward on a message).
- Choose From among your connected mailboxes (defaults to your default mailbox, or the inbox you are viewing).
- Fill To / Cc / Bcc, subject, and body in the rich text editor (bold, italic, underline, lists, links, text color).
- Optionally apply a template (fill
) and choose a signature. - Save draft or Send.
Outbound mail uses the SMTP credentials of the selected From account, not Settings → Mail. Replies send In-Reply-To / thread metadata when available from the original message. Reply and Forward quote the original message as formatted HTML (not raw source).
Templates
Email templates store a subject and rich-text body with optional placeholders you fill when composing. Use the same formatting toolbar as compose. Templates are identified by id/uuid (names do not need to be unique across the workspace).
- Open Email → Templates (or the Templates tab).
- Create / edit name, category, subject, body, and variable list.
- Leave Shared with workspace on (default) so teammates can apply the template when composing, or turn it off for a private template only you can use.
- Toggle Active to hide a template from the compose picker without deleting it.
Who can edit or delete: the creator, or the workspace owner (superadmin). Teammates can apply shared templates but cannot change them.
In compose, the template picker shows name · creator · Shared/Private so similarly named templates are easy to tell apart. These templates are separate from Communication Templates (WhatsApp and shared channel messages).
Signatures
- Open Email → Signatures.
- Create signatures in the rich text editor; mark one as default for compose.
Signatures remain personal (per user) — they are never shared with the workspace.
Not yet in the SPA
These capabilities exist partially on the API/schema but are not exposed in the Email UI in this version:
- CRM links (API can attach a message to a Lead/Contact/Company/Opportunity when you can view that record) — no link control in the reading pane yet
- Attachment download / compose attach — sync may flag
has_attachments; files are not fetched into EloSync storage yet
Permissions
| Action | Permission | Typical roles |
|---|---|---|
| View inbox / folders / labels / messages | email.view | Admin, Manager |
| Compose / draft / send / flags / move / labels | email.create / email.update / email.delete | Admin, Manager |
| Connect / update / sync / disconnect accounts | email.accounts.manage | Admin, Manager |
| Manage templates | email.templates.manage | Admin, Manager |
| Manage personal signatures | email.signatures.manage | Admin, Manager |
Workspace owners (superadmin) have full access when the module is installed. Policies still enforce personal isolation for mailboxes and signatures — you cannot open another user’s mailbox. Shared templates are visible/usable to entitled teammates; private templates stay creator-only for use, while the owner may still edit them.