Mailbox is the operating unit of email integration in Robosme. Sending, receiving, associating, or converting an email always occurs through a mailbox.

Mailboxes belong to:

• User or
• Team

. Systemically, at least one active mailbox must exist for each user and team, and this requirement is managed by Robosme.

Default Mailbox

Multiple mailboxes can be defined for a user or team. However, only one can be marked as default.

Default mailbox:

• Automatically selected when creating a new email
• Referenced by the system

Users can select a different mailbox when sending emails if they wish.

Mailbox Authorization and Security

In mailboxes with Exchange and Google profiles:

• User password is not entered into Robosme
• Password is not stored
• Authorization is performed through the relevant provider's (Microsoft / Google) official consent screens

During this process, Robosme can only access data fields explicitly permitted by the user.

In Custom (POP3 / SMTP) profiles, the connection is established directly through server information and only email exchange is performed.

Control Mechanisms for Incoming Emails

Duplication Control

If an email arrives to multiple users:

• Whether a single record will be created
• Or separate records will be created for each user

is determined by mailbox settings.

Party Identification (Identify)

Incoming email addresses are attempted to be matched with the following records:

• User
• Company
• Contact
• Lead

If no match is found or an address matches more than one record, the record is marked as unresolved.
In this case, a user can manually define which record the email address belongs to through the Participant Resolution (Identify) screen.

After this definition is made, all future records for the same email address are automatically matched according to this decision.

If desired, this mechanism can be disabled from mailbox settings. In party matching:

• Only definitions in the relevant mailbox
• Or definitions in all mailboxes

can be used.

New Record Creation

When no match is found, the system behavior is determined on a per-mailbox basis:

• Create company
• Create contact
• Create lead
• Do not create any record

This setting is used to control Robosme's automatic data generation behavior, especially during initial integration.

Values in System Settings determine the default behavior for newly created mailboxes.
These settings can be customized separately for each mailbox.

Email Association Rules

An email may be a reply to an email previously associated with a record in Robosme. In this case, which association the system will use is determined by mailbox settings.

Supported scenarios:

• Assign the associated record of the most recent email
• Assign if the most recent email has an association
• Assign the associated record of the root email (first email)
• Assign if the root email has an association

Root email refers to the first email where the reply chain started.

This structure ensures association consistency in long email chains.

Values in System Settings determine the default behavior for newly created mailboxes.
These settings can be customized separately for each mailbox.

Microsoft-Specific Behaviors

In Exchange profiles:

• Microsoft To Do integration
• Creating tasks from flagged emails

are managed optionally.