📧 Documentation: Email

📧 Definition — Email module

The Email module connects the company email accounts (via IMAP/SMTP) to the portal: an inbox with conversation threads, email sending and a flow-based auto-reply bot with anti-loop safeguards. Inbound mail syncs automatically.

🗺️ Diagram

You can send and receive email from the Portal, the Softphone App and the Bot. UCaaS syncs inbound via IMAP and sends via SMTP through the mail server.

The email bot applies safeguards: it does not reply to no-reply, mailing lists, autoresponders or the company's own accounts (avoids loops).

📘 Explanation (step by step)

1. The account is set up with its IMAP (inbound) and SMTP (outbound) details.
2. UCaaS syncs inbound mail into the portal inbox (conversation threads).
3. You reply from the thread; the email is sent via SMTP with the account identity.
4. Optional: a flow bot receives and replies automatically (with the anti-loop safeguards).
5. Softphone App: you can also send and receive email from the TelHarbor UCaaS Desktop app.

Note: the Bot voicemail also delivers by email (playable MP3 attachment) using this email module.

🎬 Video: a tour of Email

About three minutes: how to sign in securely (password and verification code), sending an email, the inbox and its filters, reading and replying to an email, and filtering by account. It is narrated: turn the sound on.

Sample data with fictitious names, accounts and emails. The Email page itself is in Spanish; the narration explains it in English. Below, the same page explained point by point.

📤 Sending an email, point by point

The send form is at the top left; the status of your accounts is on the right.

Sample data: user, company, accounts and emails are fictitious (.example domains and phone numbers from ranges that cannot be assigned). The Email page itself exists only in Spanish — only the surrounding menu and header are translated. Tap the image to see it full size.

1. 1
   Sending account

   The company email account the message goes out from. Only active accounts appear.

2. 2
   To

   One or more recipients, separated by comma, semicolon or line break. Below are CC, BCC and Reply-To, all optional.

3. 3
   Subject

   The email subject.

4. 4
   Message

   The body of the email.

5. 5
   Send Email

   Sends it through that account mail server and logs it in the inbox. Refresh reloads the available accounts.

6. 6
   Summary

   Queued, sent and failed emails, and active accounts. Below, whether sending (SMTP), receiving (IMAP) and auditing are working.

📥 The email inbox

Every email that came in or went out through your company accounts.

Sample data: user, company, accounts and emails are fictitious (.example domains and phone numbers from ranges that cannot be assigned). The Email page itself exists only in Spanish — only the surrounding menu and header are translated. Tap the image to see it full size.

1. 1
   How many there are

   The total emails with the filters currently applied.

2. 2
   Sync

   Sync INBOX pulls new mail from the mailbox right away, without waiting for the automatic sync. Refresh inbox reloads the list.

3. 3
   Filters

   By account, by direction (inbound or outbound), by read status and by delivery status.

4. 4
   Search

   By email address, subject or text. Filter applies your choice.

5. 5
   The columns

   Date, direction, your company account, from, to, subject, status and attachments.

6. 6
   Unread emails

   Emails nobody has opened yet appear in bold.

7. 7
   Actions

   View opens the email, Reply prepares the answer, and Read / Unread toggles the read mark.

✉️ Reading an email

Tapping View opens the full email without leaving the page.

Sample data: user, company, accounts and emails are fictitious (.example domains and phone numbers from ranges that cannot be assigned). The Email page itself exists only in Spanish — only the surrounding menu and header are translated. Tap the image to see it full size.

1. 1
   The details

   Email date and sync date, your company account, who sent it, who received it and its status.

2. 2
   The message

   The full text of the email.

3. 3
   Attachments

   Each file with its type and size, with Preview to see it right here and Download.

4. 4
   What to do with it

   Reply opens the answer, Mark unread sets it back to pending so someone else sees it, and Close returns to the inbox.

↩️ Replying to an email

The reply is prepared in the send form, with the account it arrived on already selected.

Sample data: user, company, accounts and emails are fictitious (.example domains and phone numbers from ranges that cannot be assigned). The Email page itself exists only in Spanish — only the surrounding menu and header are translated. Tap the image to see it full size.

1. 1
   To

   Already filled in with whoever wrote to you.

2. 2
   Subject

   With «RE:» in front, so the conversation stays in the same thread in the customer mailbox.

3. 3
   Message

   Write your reply at the top; the original message is quoted below.

4. 4
   Notice

   Confirms who the reply was prepared for. It has not been sent yet.

5. 5
   Send Email

   Sends it from the same company account the email arrived on.

🔎 Filtering by account

With several accounts (sales, support, billing…), each team can see only its own mail.

Sample data: user, company, accounts and emails are fictitious (.example domains and phone numbers from ranges that cannot be assigned). The Email page itself exists only in Spanish — only the surrounding menu and header are translated. Tap the image to see it full size.

1. 1
   Account

   Pick a single company account.

2. 2
   Direction

   Inbound only or outbound only.

3. 3
   The Account column

   Shows which account each email arrived on or went out from.

4. 4
   Pages

   Previous and Next page through the list when there are many emails.