Administrator Guide: System Email Management

1. System Mailboxes — Overview

Common system mailboxes include: customer service mailboxes, marketing mailboxes, and workflow notification mailboxes.

System mailboxes can be used in processes, such as post-actions of workflows, approval flows, and business flow nodes.

System mailboxes can be used for Reports subscription email notifications.

System mailboxes can be used to send follow-ups, satisfaction surveys, and similar communications.

2. Configuration Access

Navigation: Admin Console - Business Rules Management - Email Management

Note: You can configure up to 10 system mailboxes.

3. Binding a System Mailbox

Fill in the basic information: system mailbox name, purpose description (optional), email account, mailbox password, and SMTP server.

Note: Specify the outbound mail server used by the mailbox. If you are unsure how to add this, check your corporate email provider’s help center and search for the keyword “SMTP” to obtain configuration details.

4. Email Archiving for System Mailboxes

Emails sent from system mailboxes can be archived to the Email object. You must enable archiving separately for each system mailbox.

Go to the system mailbox details page and enable “Outgoing Email Archiving” and/or “Incoming Email Archiving” in the Email Archiving Settings as needed.

System mailbox archiving settings screen

Note: By default, customer service and marketing mailboxes have both outgoing and incoming email archiving enabled. System mailboxes used only for process-node notifications typically do not require outgoing/incoming archiving.

5. System Mailbox Sent Logs

Use Email Logs to view all sent message records for system mailboxes.

6. Email Templates

System mailboxes work with email templates. Configure the relevant object email templates before using system mailboxes.

Navigation: Admin Console - Object Management - Object Template Management

7. Use Cases for System Mailboxes

7.1 Post-action email notifications in processes

System mailboxes support post-action email notifications for workflows, business flows, and approval flows.

7.2 Reports subscription email notifications