Email Inbox

The Inbox module provides a Gmail-like integrated email experience within IntelliSales CRM. Read and manage emails without leaving the platform, and keep your communications linked to the right CRM records.

Email Inbox Overview

The inbox connects to your existing email accounts and displays your messages directly within IntelliSales CRM. This integration ensures that all email communication is captured in context alongside your leads, contacts, and opportunities.

Connected Accounts

The inbox supports connections to three providers:

Provider	Connection Method	Features
Gmail	Google OAuth	Full send/receive, labels, threading
Microsoft 365	Microsoft OAuth	Full send/receive, folders, threading
IMAP/SMTP	Manual configuration	Send/receive with any email provider

Connecting a Gmail Account

1. Navigate to Inbox or email settings.
2. Click Connect Account.
3. Select Gmail.
4. Sign in with your Google account and authorize IntelliSales CRM.
5. Your inbox populates with recent messages.

Connecting a Microsoft 365 Account

1. Click Connect Account.
2. Select Microsoft 365.
3. Sign in with your Microsoft account and authorize IntelliSales CRM.
4. Your inbox populates with recent messages.

Connecting via IMAP/SMTP

For email providers that do not support OAuth, use manual IMAP/SMTP configuration:

1. Click Connect Account.
2. Select IMAP/SMTP.
3. Enter the following settings:

Setting	Description
IMAP Host	Incoming mail server (e.g., imap.example.com)
IMAP Port	Usually 993 (SSL) or 143 (STARTTLS)
SMTP Host	Outgoing mail server (e.g., smtp.example.com)
SMTP Port	Usually 465 (SSL) or 587 (STARTTLS)
Username	Your email address
Password	Your email password or app-specific password

4. Click Test Connection to verify.
5. Click Save.

info

You can connect multiple email accounts. Switch between them using the account selector in the inbox.

Two-Pane Interface

The inbox uses a Gmail-like two-pane layout:

• Left pane — Email list with sender, subject, preview text, and date
• Right pane — Full email thread view when a message is selected

This layout lets you browse your inbox while reading messages without navigating away from the list.

Email List

The email list displays:

• Sender name and avatar
• Subject line
• Preview text (first line of the message body)
• Date/time received
• Star indicator
• Read/unread status (bold = unread)
• Attachment indicator (paperclip icon if email has attachments)
• CRM entity link indicator (if linked to a record)

Filters

Filter your email list using the tabs at the top:

Filter	Shows
All	All emails in your inbox
Unread	Only unread messages
Starred	Messages you have starred
Sent	Emails you have sent

Reading Emails — Thread View

Click an email in the list to open the thread view in the right pane:

• The full conversation thread is displayed with all replies in chronological order
• Each message shows sender, recipients, date, and full body
• Attachments appear as clickable links or thumbnails below each message
• Reply, Reply All, and Forward buttons appear at the bottom of each message
• The thread collapses older messages, showing the most recent message expanded

Searching Emails

Use the search bar at the top of the inbox to find emails:

• Search by sender name or email address
• Search by subject line keywords
• Search by keywords in the message body
• Results update as you type (instant search)

tip

Use search to quickly find client communications when preparing for meetings or following up on discussions.

Bulk Actions

Select multiple emails using the checkboxes to perform bulk actions:

Action	Description
Mark as Read	Mark all selected emails as read
Mark as Unread	Mark all selected emails as unread
Star	Add a star to all selected emails
Unstar	Remove stars from all selected emails
Archive	Move selected emails to archive
Delete	Move selected emails to trash

Select all visible emails by clicking the checkbox in the header row.

Starring Emails

Star important emails for quick access:

1. Click the star icon next to any email in the list.
2. The email appears in the Starred filter tab.
3. Click the star again to unstar.

Stars are useful for flagging emails that need follow-up or are especially important.

Mark as Read / Unread

• Emails are automatically marked as read when you open them in the thread view.
• Right-click an email or use the bulk action to mark as unread if you want to come back to it later.
• Unread emails appear in bold in the list and are counted in the unread badge on the sidebar.

CRM Record Linking

Emails are automatically linked to CRM records when the sender or recipient matches a known contact. Linked emails show a small entity indicator in the list view. When linked:

• The email appears on the contact's, lead's, or opportunity's Emails tab
• Your team can see the full communication history in context
• No manual linking required for known contacts

For manual linking, see Composing Emails.

For composing, replying, and linking emails to CRM records, see Composing Emails. For automated email management, see Email Rules.