In this module you add and manage your Email mailbox entries. A mailbox is the email account through which Logzi sends and receives messages: an email address, its login details, and an E-mail szerver (email server) connection that you have already created under Server connections. If your company has several email addresses (for example info and invoicing), you can add a separate mailbox for each.
A mailbox has no separate status, but depending on the Default field it is either Yes (default) or No (not default). Default mailboxes always come first in the list. A deleted mailbox disappears from both the list and the menu.
Click Main menu / CRM / Correspondence / Email mailbox to see the list of mailboxes. A red warning is shown at the top of the page: Overwriting the "default" values may mean stopping the email sending! It refers to the default mailbox created by the system, whose details you should not change. The list has a single column, Name (Megnevezés), which shows the email address of each mailbox. Above the table there are three buttons: New (add a new mailbox), Open (edit the selected mailbox) and Delete (delete the selected mailbox). For Open and Delete, first click the row in the table to select it. In the left-hand menu, under Email mailbox, you find All mailboxes and each mailbox you have added; click one to expand its mail folders.
Before you add a mailbox, make sure the mail server you want to use is already listed under Server connections; otherwise you cannot pick a server in the E-mail szerver list. Then click New. The form opens, with the Actions (Műveletek) tab at the top showing the Save and Close buttons. Fill in the fields:
Use the Save button to record the mailbox; Close closes the window without saving. The E-mail szerver and Default fields are required, so always fill them in. After a successful save the page reloads and the new mailbox appears in the list and in the left-hand menu. For a new mailbox the system also creates its folders automatically, which you find under the mailbox name. If something goes wrong, a warning window (Figyelmeztetés) shows the reason; close it with the Rendben (OK) button.
To change an existing mailbox, select its row in the list, click Open, change the fields you need and click Save. If no row is selected, the system shows the message "Kérlek válassz egy tételt a listából!" (Please select an item from the list).
Select the mailbox you want to remove and click Delete. The system does not ask for confirmation: the mailbox is deleted immediately, the page reloads, and the mailbox disappears from the list and from the left-hand menu. If you deleted it by mistake, you have to add it again as a new mailbox.
When Logzi sends an email for a document, it first looks among the mailboxes of the user the document belongs to (based on the User account field). If there are several, the one with Default set to Yes comes first. If no mailbox is assigned to that user, it chooses among the company's mailboxes, again putting the default one first. That is why it is worth setting the Default and User account fields carefully.
If the whole company uses one shared address (for example info), add one mailbox with the All users setting. If every colleague has their own address, add a separate mailbox for each and assign it to their name in the User account field, so emails related to their documents are sent from their own address. Set Default to Yes for only one mailbox per user, so it is clear which one the system uses.
The fields of the mailbox form and what they mean:
| Field / Element | Required | Description |
|---|---|---|
| Name (Megnevezés) | The name of the mailbox. Not required, but a descriptive name helps when you have several mailboxes. | |
| E-mail szerver | Choose from the servers created under Server connections. Required: select the server before saving. | |
| Username | The login name on the mail server. It is often the same as the email address, but this varies by provider. In practice it must always be filled in. | |
| Password | The mailbox password; the field does not show it in readable form. In practice it must always be filled in. | |
| Email address | The address of the mailbox. It identifies the mailbox in the list and in the left-hand menu, so always fill it in. | |
| Default | Yes or No. The default mailbox takes priority when sending email and is listed first. The default for a new mailbox is No. | |
| BCC email address | A blind copy (BCC) of outgoing mail is sent to this address; the recipient does not see it. | |
| Reply-to email address | If filled in, the recipient's reply is sent to this address instead of the sending mailbox. | |
| User account | All users or a specific colleague. All users is preselected. The list and the left-hand menu show only mailboxes set to All users and those assigned to your own account. |
The list column and the buttons above the list:
| Field / Column | Required | Description |
|---|---|---|
| Name (Megnevezés, column) | Shows the email address of the mailbox. Default mailboxes come first, the rest follow in the order they were added. | |
| New | Opens the new mailbox form. | |
| Open | Edits the selected mailbox. You must select a row first. | |
| Delete | Deletes the selected mailbox without confirmation. You must select a row first. |
According to the red warning at the top of the list, overwriting the "default" values may stop email sending. The row named default is a basic setting created by the system, so do not change its details. If you want to send email from your own address, add a new mailbox with the New button and assign it to the right user.
The E-mail szerver and Default fields are required, so check that both are selected. If the E-mail szerver list only contains Please choose, first add a server under Main menu / CRM / Correspondence / Server connections. If saving fails, the Figyelmeztetés (Warning) window shows the reason.
A mailbox set to All users is shared: everyone sees it in the list and in the left-hand menu. If you choose a specific user in the User account field, only that user sees the mailbox, and the system picks it first for emails related to that user's documents.
The list and the left-hand menu show only mailboxes set to All users and those assigned to your own account. A mailbox assigned to another colleague is visible only to them. If everyone needs to see it, set the User account field to All users.
The Delete button removes the selected mailbox immediately, with no confirmation window. So always check that the right row is selected before you click. If you delete a mailbox by mistake, you have to add it again as a new mailbox. Be especially careful with the default mailbox, because removing it may stop email sending.
Under Main menu / CRM / Correspondence / Email mailbox, the All mailboxes item shows the emails of all mailboxes (Incoming mail, Sent, Deleted items, Drafts, Spam mail), while under a mailbox's own name only the folders of that mailbox open. For what you can do with the emails, see the Email list guide.
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