Email brings connected mailboxes into the current workspace so you can receive and send messages, save drafts, schedule delivery, and link correspondence to business records.
Open Email from the workspace navigation. It is a built-in app and does not require a plugin installation.
For administrator setup, see Enterprise Email Configuration.
Before You Connect
- You need an existing mailbox; connecting one does not create a new email address
- Providers such as QQ and 163 usually require you to enable IMAP / SMTP and generate an authorization code or app-specific password in their settings
- Gmail and Outlook use the provider's official authorization flow; the platform administrator must configure the corresponding mailbox OAuth application first
- Administrators can preset enterprise mailbox domains and servers, but each member still authenticates their own account
- Permissions control the app entry, enterprise mailbox operations, and translation. A mailbox obtained through conditional sharing has a Shared label and is read-only; it cannot be used to send on the owner's behalf or modify messages
Connect And Manage Mailboxes
- Open Email and select Add mailbox
- Enter the full address in Enter email address and select Continue, or choose a provider from the list below
- Complete the connection for that provider
| Mailbox type | Connection method |
|---|---|
| QQ, Tencent Exmail, 163, 126, Yeah, iCloud | Check the address in Mailbox configuration, enter the provider's authorization code or app-specific password, and select Verify and save |
| Gmail, Outlook | Sign in on the official provider page and authorize the same mailbox account; allow the browser to open the authorization window |
| Other mailboxes | Enter the incoming server (IMAP), outgoing server (SMTP), ports, encryption settings, and credentials, then verify and save |
| Address matching an enterprise preset | Soln fills in the administrator's server settings; follow the prompts to authenticate the account |
Server settings are supplied for known providers. For other mailboxes, confirm server domains, ports, and encryption with your provider or administrator.
Once connected, select the mailbox and a folder on the left. Use … beside its address to open Mailbox settings, configure an Email signature, or Remove mailbox.
Removing a mailbox disconnects it from the current workspace. It does not delete messages held by the provider.
Receive, Search, And Read
| Entry | Purpose |
|---|---|
| Inbox | Read incoming messages |
| Important | Read starred messages; use the star to add or remove the important flag |
| Drafts | Continue editing messages you explicitly saved |
| Scheduled | Manage messages scheduled for later delivery |
| Sent | Read sent copies: records of messages already sent |
| Junk | Read junk messages or mark them as not junk |
| Trash | Restore deleted messages or permanently delete them |
| Archive | Read messages archived from the inbox |
Mailboxes synchronize in the background. Select Refresh email list to request a check for changes. Scrolling to the bottom loads more messages automatically.
Search above the mailbox list finds user names and email addresses. Search emails above the message list searches the current mailbox and supports a date range filter.
Message search covers subjects, senders, recipients, Cc, attachment names, and indexed body text across all synchronized folders of the current mailbox. It does not search attachment contents, text in images, messages not yet synchronized, or body text not yet indexed.
Open a message to read its details. Multiple replies in the same exchange appear as a conversation; a single message opens directly in its detail view. Within a conversation, select View to open one message separately, or select a linked reply reference to locate the original. Select an attachment to preview it.
Compose And Send
- Select New email
- In From, choose a connected mailbox that you have permission to send from; changing it switches the sending account
- Enter To addresses and select Cc or Bcc when needed
- Enter the Subject and body. Use the toolbar below the subject to format text or insert images, links, attachments, and a signature
- Check the sender, recipients, and attachments, then select Send
Separate multiple addresses with commas or semicolons. Bcc addresses are not shown to the other recipients.
The + beside the recipients opens a picker for organizations, departments, users, and roles, as well as Frequent recipients and Form emails. For form emails, select a form, an email field, and records; their addresses appear in the selected list on the right. Only information you may read is available. Remove unwanted addresses from the selected list before confirming.
Signatures And Luna Assistance
Use … > Email signature on a mailbox to edit and save its signature and choose whether to add it automatically. Each sender mailbox has its own setting. You can also use Insert signature while composing. This configures the signature in Soln, without changing the provider's webmail signature.
Select Open Luna to open a conversation panel beside the editor. Luna can read the current email, change the sender or recipients, adjust the subject, and write the body. The corresponding system commands must be enabled and remain subject to your permissions. Saving a draft, sending, and scheduling require approval and close the editor on success. See System Commands for command settings.
Drafts And Unsent Content
After you enter body content, unsent edits are cached in the current browser. Typing alone does not save a draft to the mailbox or the Drafts list. Browser caching is not a saved draft; explicitly save when you need to continue on another device.
- Select Save draft to save the email in the current workspace and queue it for saving to the original mailbox's Drafts folder
- When closing an editor with content, choose Save draft, Don't save, or Keep editing
- Open Drafts to continue editing. After a successful send, the original draft is cleaned up and a sent copy appears in Sent, with background reconciliation and saving to the original mailbox
An indicator that a message is waiting to save to the mailbox, or that mailbox writeback failed, means the remote copy has not finished saving. It does not mean an accepted send must be repeated. Background work retries failed writes. If the message changed in another mail app, check the original mailbox first.
Reply, Forward, And Manage Messages
| Action | Behavior |
|---|---|
| Reply | Compose a reply to the original reply address or sender |
| Reply all | Include the original recipients and Cc, remove duplicates, and exclude the current sender account; original Bcc addresses are not included |
| Forward | Send the original email to new email addresses and add your own message |
| Mark as read / unread | Update the reading state |
| Mark as important / remove important flag | Add or remove the star |
| Archive / unarchive | Move messages into Archive or back to Inbox |
| Delete | Move messages into Trash |
| Restore to inbox | Restore deleted messages; drafts and sent copies return according to their original type |
| Delete permanently | Delete again from Trash to permanently remove the selected messages; the restore action cannot recover them |
The original email is initially collapsed in the reply editor. Use Show original email / Hide original email to inspect the quotation. On sending, the quoted original follows your new text in the same email. Ordinary attachments from the original are not automatically added to a reply.
Use the top toolbar, a message's context menu, or actions below a conversation bubble. Select checkboxes to perform bulk actions. When the list groups a conversation, list actions apply to messages matching the current folder or filter; detail actions apply to the current individual message. Available actions depend on message state and permissions.
Schedule Delivery
- Compose the email and select Schedule send
- Choose a future date and time in Set send time, then select Confirm; the current system time zone is used
- Open Scheduled to Edit email, Change send time, Send now, or Cancel schedule
Schedules are stored and processed in the background, even after you close the page. Cancelling a schedule keeps the email and its attachments in Drafts.
Link Emails To Business Records
Both personal and enterprise mailboxes can link messages to business records, subject to mailbox operation and form data permissions.
- Select messages in the email list and choose Link records
- Select an accessible form and records, then confirm; you can select multiple emails and records
- Open the Email sidebar on a record's view page to read or search its linked correspondence
The Email component must be enabled in the form's view-page layout first. You can also use Link emails from the record to choose existing messages, or Unlink emails / Unlink records to remove associations. Unlinking does not delete the emails or business records.
The organization, department, and member system forms do not provide this component. Access to a business record does not automatically grant access to all its linked mailboxes; email visibility is checked separately.
Translate And Print
- Open email details and select translation. Choose the source language, target language, and provider; conversations also offer Translate all emails
- Choose an enabled provider or model that you may use. Services must be configured under System Management > Resources > Translation service; model translation requires an available model configuration and usage permission
- After translation, a banner identifies the provider. Use Show original / Show translation to switch; each translated message in a conversation also has a switch
- Translations are saved in the current workspace and available on your next visit. Translating again replaces the previous saved translation for that message
- Select Print email to open the printing flow and print the current email or save it as a PDF
Permissions And Sharing
| Setting | Controls |
|---|---|
| App visibility | Whether the Email entry appears in the workspace |
| Feature permissions | Whether a user may access and change backend email, translation, and other administrative settings |
| Resource permissions > Enterprise email | Individual enterprise mailbox actions such as composing, replying, sending, saving drafts, scheduling, deleting, and linking |
| Resource permissions > Translation | Whether model translation and each translation provider may be used |
| Conditional sharing > Enterprise email | Read-only access for sharing targets based on the mailbox owner's user, department, or organization information |
Administrators configure these settings in System Management > Role Management. See Resource Permissions and Conditional Sharing. Shared mailboxes do not permit changes or sending on behalf of the owner. Attachment downloads and printing require their respective permissions. Linking an email to a record does not bypass these restrictions.
On Mobile
Opening Email displays the message list first. Use the sidebar button to switch mailboxes and folders. Composing, searching, and operation settings use drawers suited to the mobile screen.
Long-press a list item to enter selection mode and show bulk actions at the top. Use the close button at the far right to leave selection mode. While composing, send, save draft, schedule, and Luna actions are at the top; the body toolbar scrolls horizontally at the bottom.
Troubleshooting
| Symptom | What to check |
|---|---|
| Email is missing from the navigation | Check app visibility for this user and confirm role settings were saved |
| Incoming or outgoing authentication fails | Enable IMAP / SMTP and check the credentials. Authorization codes are usually different from webmail passwords; regenerate expired codes and update mailbox settings |
| Gmail / Outlook authorization fails | Check the platform's mailbox OAuth configuration, account-address match, and browser popup restrictions |
| Invalid mailbox server host or DNS resolution error | Check server domains and the Runtime deployment's network and DNS. Virtual addresses returned by a VPN or proxy can affect connections |
| Historical body text is missing from search | Confirm synchronization and body indexing have finished; attachment contents and text in images are excluded |
| Sending result is unconfirmed | Check Sent in the original mailbox before resolving the result; do not immediately send again |
| Some recipients were rejected | Check the rejected addresses and compose for those addresses only; do not resend the entire email to accepted recipients |
| A record's view page has no correspondence | Check the Email layout component, the message links, and the current user's mailbox read access |