Email Module

The Email Module is a powerful and fully integrated email management system within the Biz1 platform, designed to help businesses manage all customer email communications from a single, centralized dashboard.

It enables teams to send, receive, organize, and track emails efficiently while maintaining full visibility, collaboration, and automation across customer interactions.

 

What This Module Is Used For
 

The Email Module is used to:
 

• Communicate with customers via email

• Manage inbox, sent emails, drafts, and deleted emails

• Organize emails using labels and folders

• Send emails using templates with dynamic customer data

• Configure and manage multiple SMTP accounts

• Track email status, read/unread state, and ownership

• Assign emails to team members

• Store full email history under each customer record
  
  
   

  Key Capabilities
   

  -  Email Inbox Management
   

• Inbox, Sent, Drafts, and Trash folders

• Real-time email updates

• Read / unread tracking

• Email threading and replies
   

• - Label System
   

• Create custom labels

• Assign labels to emails

• Color-coded organization

• Filter emails by labels

• Reusable email templates

• Dynamic fields (customer name, email, company, custom fields)

• HTML email support

• Per-template SMTP configuration
   

• ⚙ SMTP Configuration
   

• Multiple SMTP accounts per organization

• Support for Gmail, Outlook, Office 365, and custom SMTP

• Default and user-specific SMTP selection

• SMTP testing before usage
   

• - Team Collaboration
   

• Assign emails to team members

• Track ownership and status

• Shared visibility across permitted users
   

• - Attachments & Files
   

• Send and receive attachments

• Secure file storage

• Attachment preview and download
  
  
  
   

  How the Email Module Works
   

• Emails are sent or received through configured SMTP or IMAP sources

• Emails are stored securely in the system database

• Each email is linked to a customer record

• Emails appear in relevant folders (Inbox, Sent, Drafts, Trash)

• Users can reply, forward, label, assign, or delete emails

• All activity is logged for tracking and auditing
  
  
   

  Email Organization & Workflow
   

• Folders separate emails by state (Inbox, Sent, Drafts, Trash)

• Labels help categorize emails by priority or topic

• This structure ensures emails are never lost and always traceable.
  
  
   

  Automation & Advanced Settings
   

• Automatic email fetching via IMAP

• Optional creation of new customers from incoming emails

• Default templates for quick replies, receipts, and orders

• Automatic email triggers based on system events

• Office 365 integration using secure OAuth authentication
  
  
   

  Security & Data Control
   

• Role-based access control

• Encrypted SMTP credentials

• Secure file handling
   

• ---

  Who Should Use This Module
   

• Sales teams handling customer inquiries

• Support teams managing tickets and follow-ups

• Operations teams sending documents and confirmations

• Managers tracking communication performance
  
  
  
   

  • ADD: USER ROLES & PERMISSIONS (VERY IMPORTANT)
     

    -  Add after “Access & Navigation”
     

    User Roles & Permissions

    The Email module follows role-based access control.
     

    Role	Permissions
    Owner / Admin	Full access to emails, SMTP, templates, labels, settings
    Manager	View all emails, assign emails, add notes, use templates
    Team Member	View assigned emails only, reply/send emails, add notes
    Restricted User	Read-only access (if enabled)

     

    Permission Logic
     

• Permissions are validated on every API request

• Email visibility is filtered by:

  • Assigned team member

  • Shared customers

  • Organization ownership
     

• ---

  2️⃣ ADD: EMAIL STATUS MEANING (BIG CLARITY BOOST)
   

  -  Add under “Email List & Display”
   

  Email Status Explanation
   

  Status	Meaning
  Unread	Email received but not opened
  Read	Email opened by user
  Replied	User has replied to the email
  Draft	Saved but not sent
  Deleted	Moved to trash
  Assigned	Assigned to a team member

  
   

  Note:
  Status is updated automatically based on user actions and API responses.
   

  ---

  3️⃣ ADD: EMAIL THREADING LOGIC (IMPORTANT FOR SUPPORT)
   

  - Add under “Email Storage”
   

  Email Threading (Conversation Logic)
   

  Emails are threaded using the father field in client_message.
   

  How it works:
   

• Original email → father = 0

• Replies → father = original_email_id

• Threaded emails appear grouped in UI

• This allows:

• Full conversation tracking

• Reply history

• Clean inbox display
   

• 4️⃣ ADD: FILE ATTACHMENT LIMITS (USERS ASK THIS A LOT)
   

  - Add under “Sending Emails”
   

  Attachment Rules & Limits
   

• Maximum file size: Based on server PHP settings

• Allowed formats:
  PDF, DOC, DOCX, XLS, XLSX, JPG, PNG, ZIP

• Multiple attachments: Supported

• Storage:
  Files stored on server and linked in client_message.file

• ⚠️ Large attachments may fail if SMTP provider limits are exceeded.
  
   

  5️⃣ ADD: EMAIL DELIVERY FLOW (VERY USEFUL)
   

  -  Add after “Send Email Process”
   

  Email Delivery Flow
  
  User clicks Send
        ↓
  Template applied (if selected)
        ↓
  Dynamic fields replaced
        ↓
  SMTP selected (priority logic)
        ↓
  PHPMailer / CI Email library
        ↓
  SMTP Server
        ↓
  Email sent
        ↓
  Email stored in database
        ↓
  UI updated
  
  
  
   

  6️⃣ ADD: SECURITY & DATA PROTECTION
   

  Security & Data Protection
   

• SMTP passwords are stored encrypted

• Email access restricted by organization

• All actions are logged for audit purposes.
  
  
   

  7️⃣ ADD: COMMON USER MISTAKES (SUPPORT GOLD)
   

  Common User Mistakes
   

• SMTP not set as default

  • Result: Email fails to send
     

• Template SMTP mismatch

  • Template SMTP overrides user SMTP
     

• Dynamic fields missing

  • Results in blank text
     

• Draft emails not sent

  • save_as_draft = 1
     

• Wrong recipient email

  • Email saved but delivery fails
    
    
     

    8️⃣ ADD: EMAIL vs WHATSAPP vs SMS (BIG UX CLARITY)
     

    -  Add near Conclusion
     

    Communication Channel Comparison
     

    Channel	Best For
    Email	Long messages, documents, formal communication
    WhatsApp	Fast conversations, support, sales
    SMS	OTP, alerts, short notifications

     

    All channels are logged under the same customer profile.
    
    
     

    The Email Module transforms traditional email communication into a structured, trackable, and collaborative CRM experience.

    By combining templates, labels, automation, and SMTP flexibility, it ensures faster responses, better organization, and complete visibility across all customer communications.