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Mailbox

Mail in LadVen OS is not a separate archive for correspondence. It turns important emails into managed work: a CRM opportunity, a task, a comment, a file, or the next customer step.

Use the mailbox when an email starts a sale, support request, client action, task, or agreement that must stay visible to the team.

Connect a Mailbox​

Choose the purpose before connecting:

  • personal mailbox for the owner’s work correspondence;
  • shared mailbox for a team, department, or business line;
  • CRM mailbox for emails that should create or link opportunities.

Check the address, sender name, incoming and outgoing servers, secure connection, access rights, and notifications. For a shared mailbox, define who can read it and who owns processing.

For CRM scenarios, choose the pipeline, starting stage, owner, and routing rules so new emails do not stay in the inbox without an accountable next step.

Process Inbound Email​

Read inbox items as work states, not only as messages.

Check:

  1. Who sent the email and whether the sender is already a client or contact.
  2. Whether an opportunity, client request, or task is already linked.
  3. Whether a reply, file, clarification, or another person’s action is needed.
  4. Whether the email should become a task.
  5. Whether it should create or link a CRM opportunity.
  6. Whether the team needs an internal note explaining the decision.

If the email is already linked to CRM, continue in the linked object. If it is not linked and it affects a customer commitment, create the link before the context is lost.

Create a Task from Email​

Create a task when the email requires concrete work: prepare a reply, check a file, approve terms, issue an invoice, update data, contact the client, or hand the question to another department.

The task should include the expected result, assignee, deadline or priority, email or CRM context, needed attachments, and a clear definition of done.

An email subject is not a task brief. The assignee should understand the work without rereading the entire thread.

Shared Mailboxes​

In a shared mailbox, access and responsibility are separate. Several people can see the email, but one person must own the next action.

Define who processes new emails, who watches overdue replies, which emails become CRM work, which emails become tasks, which notifications are needed, and when old emails can leave the local list.

Safety​

If connection fails, check the address, app password, servers, ports, and secure connection. If emails do not appear, check access, folder, synchronization, and local retention settings.

Do not copy passwords, tokens, internal technical URLs, or private client data into task titles or public comments. Describe the work result without exposing unnecessary details.