Goal
Connect a company mailbox that can receive messages through IMAP and send messages through SMTP.
Prerequisites
- Your plan includes email integration and your role can edit Communications settings.
- You have the mailbox address, password or app password, SMTP host and port, and IMAP host and port.
- IMAP access is enabled by your mailbox provider.
Steps
- Open Settings > Communications and find Email Accounts.
- Select Add Email Account.
- Enter a clear account name, the sender email address, and the sender display name customers should see.
- Enter the SMTP host, port, username, password, and encryption setting supplied by your mailbox provider.
- Enter the IMAP host, port, username, password, and TLS setting. IMAP is required for Inbox sync and reply threading.
- Select Add Account.
- On the saved account, select Test Connection. Treat the account as ready only after the test succeeds.
- If this is the mailbox your team normally uses, make it the default account.
- Open Inbox and run a refresh or fetch. Confirm that recent mail appears under the correct account.
- Send a controlled test message to an address you own. Confirm both the success message in 4fleet and delivery in the receiving mailbox.
Expected result
The account is listed as connected, Test Connection succeeds, Inbox can retrieve messages, and a controlled outbound message is delivered from the expected sender.
Troubleshooting
- Authentication fails: use an app password when the provider requires one. A normal sign-in password may be rejected.
- Sending works but Inbox stays empty: recheck IMAP host, port, TLS, and whether IMAP access is enabled.
- Inbox works but sending fails: recheck SMTP host, port, encryption, and the provider's authenticated-sender rules.
- Messages use the wrong From address: set the intended default account or choose the correct From account when composing.
- A quote or invoice did not arrive: inspect the send result and Sent folder. Do not assume delivery from the record status alone.
- Tracking looks inconsistent: marketing messages may use open and click tracking when enabled. Quote-link views are recorded separately when the customer opens the quote page.