Mailbox

The mailbox is the email button at the bottom right, next to the chat. A click opens a large window with folders, list and reading pane. A counter on the button shows the unread messages. Close it with Escape or the X. The chat and the mailbox are never open at the same time.

A connected mailbox with Show mailbox in Leadmode switched on is a prerequisite (see Connect email account). Otherwise, the window shows ‘No mailbox set up yet’ and takes you there with Go to settings.

Which mailboxes you seeCopy link to heading

You see your own mailbox and organisation mailboxes that are shared with you. With several mailboxes, you choose a single one or All mailboxes at the top left under Mailbox. Admins do not read the personal mailboxes of other employees.

Folders, list, filterCopy link to heading

On the left you choose the folder. At the top are the fixed folders that the mailbox actually has: Inbox, Drafts, Sent, Archive, Spam, Trash. The Inbox is always there. Below them follow your own folders (see Your folders). The filter offers All, Unread or Flagged. Unread messages have a blue dot and are bold. The list loads further messages when you scroll (Load more). Leadmode remembers your choice of mailbox, folder and filter.

There is no search in subject, sender and content.

Your foldersCopy link to heading

Below the fixed folders are the folders you created with your email provider (IONOS, Outlook, Gmail and others), with subfolders that you can expand and collapse.

Everything also applies immediately at your email provider, so also in Outlook or on your phone. In your own folders, Leadmode shows the newest 200 emails of the last twelve months. Fixed folders such as Inbox or Trash cannot be renamed or deleted.

Always up to dateCopy link to heading

As soon as you open Leadmode, the server fetches new emails immediately. While the mailbox window is open, the list stays current without you doing anything. New messages appear by themselves.

Reading messagesCopy link to heading

A click on a message opens the reading pane with sender, recipients, date, text, attachments and, if available, the conversation (further messages of the same thread). The message counts as read when opened.

The bar above the message offers:

External imagesCopy link to heading

Leadmode loads images in received emails through its own server. The sender does not see your IP address but can tell that the email was opened.

You decide yourself whether the images appear right away: Settings → Email → My email account → External images. With the switch Load external images automatically, Leadmode always shows images (‘Always load’). When it is off, ‘Ask first’ applies: images stay blocked until you allow them per email with Load external images. The setting only applies to you.

Summary and new leadsCopy link to heading

If the summary is switched on for the mailbox, a summary in one to two sentences appears under the date of a new email. It only applies to emails that arrive after it was switched on; older ones are not analysed retrospectively. Depending on the status you see:

The text of the message goes to the AI, cut to the first 6,000 characters. Each analysis uses credits of the organisation.

After a longer absence: if more than 30 new emails arrive at once, Leadmode only summarises the newest 30 automatically, the one currently open first. Above the list the progress is shown, for example ‘Summary 12 of 30’. For the remaining messages the button Summarise more appears (up to 100 each, newest first). This way you do not use up credits unnoticed; you can analyse individual messages at any time with Summarize.

If the mailbox also has Detect new leads switched on, the AI checks in the same run whether a previously unknown sender is making an enquiry. Then the button Add as new lead appears next to the summary, and the email carries the mark New lead in the list. The button opens a dialog with the recognised details (name, company, phone, job title, website, address and request), which you can change, and the fixed target of the mailbox. With the switch Choose a different target you add the lead in an individual case to another project, another stage or to someone else. Add creates the lead; Leadmode recognises duplicates in the project by email address or phone number. The email is then attached to the lead, and the list shows Lead added. A lead is never created automatically; you add each one yourself.

Leadmode always takes the sender’s address from the email. A phone number only counts if its digits appear in the text. The addition does not fill in your own project fields; such details stay in the message.

You download attachments by clicking the file name. They are not stored in Leadmode; the click fetches them from the mail server. Very large messages are only partly displayed.

Reading, flagging, archiving and deleting apply immediately in Leadmode and are then carried over to the mail server.

New email and repliesCopy link to heading

Click New email at the top right. The sender is the chosen mailbox (with ‘All mailboxes’, your own); with several mailboxes you choose under From.

• Sender name: the name before your address. The default is the mailbox’s sender name (or ‘Address only’). Instead, you choose your own name or the organisation’s. You set the name per mailbox, see Connect email account.
• To and Cc: enter addresses. You show Cc with Add Cc. From two letters on, Leadmode suggests matching addresses from your emails and leads. You choose with the arrow keys; Enter or Tab applies. You only see addresses from mailboxes and projects you are allowed to see; blocked addresses are not suggested.
• Template: fills in subject and text. Open placeholders are entered under Still to fill in; until then, you cannot send. More under Email templates.
• Improve with AI: creates a suggestion that you see next to your text. It changes nothing until you click Apply; Restore original undoes it.
• Instruction for the AI: if you write in the field next to it what the AI should do, for example ‘Confirm the callback on Friday’ or ‘Make it shorter and more casual’, the AI rewrites the email or adapts your text. The result appears directly in the message field; Restore original brings your text back. Without an instruction, the improvement works as above. You set style, tone and form of address per mailbox, see Connect email account. The AI uses credits.
• Link blocks: up to three links with a label and an https:// address, shown as a separate paragraph under the text. The AI does not change them.
• Attachment: at most five files, together at most 10 MB. Blocked file types are rejected.
• Quote original message: switch for replies.
• Original message: when you reply in the mailbox, the message you are replying to appears above the text field. A click on the line collapses or expands it. Leadmode remembers your choice for the next reply.
• Sent along: shows signature, footer and preview. If the footer or your name in the profile is missing, a note appears there and Send stays locked.

With Send, the email goes out through the chosen mailbox, in your organisation’s design. A copy then lies in ‘Sent’. No email is sent to leads with a contact block.

If the outcome is unclear (for example after a timeout), Outcome unclear appears. Check now searches the Sent folder for the email without sending it again. Send as new email sends a second time after a confirmation. Use this only if the email really is not in the Sent folder.

Replies to lead emailsCopy link to heading

If you reply to a message from the emails tab of a lead, the composer at the top shows the lead, the project, the original message and the mailbox of the original email. The reply only goes through this mailbox; a substitute is excluded. If it is not connected, not shared or not unambiguous, a note appears and sending is locked. You also need the permission to send in the project.

The reply preview shows the same as the email that is sent: the mailbox of the original email as sender, your role in the project and the callback number, plus sender block and footer.

Reply in progressCopy link to heading

So that two people do not answer the same conversation, Leadmode marks a conversation as soon as someone replies to it.

• When it starts: As soon as you open the composer for a reply, whether in the mailbox or from a lead’s history. In the permanent reply field of the chat view it starts only once you type something into it. The marker applies per mailbox and conversation.
• What the second person sees: In the list, ‘Name is replying’ appears next to the conversation, and in the reading pane a note that the person is currently replying to this conversation. Send is blocked for everyone else until the reply is finished. The reading panel at the lead does not show the marker; there the block applies when sending.
• When it ends: When the person closes the composer, discards the reply or sends it. If a window stays open, Leadmode keeps the marker up. If the connection drops or you close the browser, it ends by itself after about 10 minutes.
• Reply anyway: Project leads and admins can choose Reply anyway in the composer and take over the reply. The previous person then sees a note. Everyone else cannot do this.

Auto-repliesCopy link to heading

Leadmode usually recognises out-of-office notes and other automatic replies by itself and creates no ‘Reply to email’ task for them. If one slipped through, you document it at the lead by hand as the email outcome Automatic reply (not a real reply). Leadmode then counts it as an auto-reply and ends the ‘Reply to email’ task if it comes only from this message. If a real reply is still attached to the task, it stays open. In the history, auto-replies appear with an icon of their own and under the filter Auto-replies. See Document a contact.

Assignment to leadsCopy link to heading

Leadmode compares the address of the other party with the email addresses of all leads and contacts in your projects.

With manual assignment, you choose the lead in the dialog Assign email (a contact in several projects appears once per project) and click Assign. You change an assignment with Change assignment; it cannot simply be removed. Assigning without a matching address via a free contact search does not exist.

Only messages that arrive after the mailbox was connected are assigned. Older messages, including those loaded at the first fetch, stay unassigned. If you switch Show mailbox in Leadmode off and on again, the assignment starts over.

Emails in the lead’s historyCopy link to heading

Assigned messages are stored encrypted at the lead and appear in the History of the contact card, also for project members without access to the mailbox. Each email shows date and time, direction (sent or received), sender, recipient, subject, the campaign (if any), a preview and a note about attachments. Show content expands the message; HTML emails appear safely and legibly. With the filter Emails you see only the emails, and Auto-replies appear with an icon of their own. Reply starts the composer in the right mailbox and in the same conversation. New email in the header of the history writes to the lead directly, provided it has an email address and is not blocked. New emails appear by themselves. Attachments are only available as long as the message is still in the mailbox.

SynchronisationCopy link to heading

• Leadmode keeps a permanent connection to the mail server (IMAP) and fetches new mail as soon as it arrives. There is no polling at intervals and no manual reloading.
• At the first fetch, at most the last 30 days and 300 messages per folder come in. Messages older than 365 days leave the mirror in Leadmode but stay on the mail server.
• Above the window, a note appears when the fetch is running (‘Fetching messages …’), when sign-in has failed (then check the credentials, if necessary disconnect the mailbox and connect it again) or when the mail server cannot be reached (Leadmode tries again).
• There is no push when the browser is closed.

LimitsCopy link to heading

There is no search, no embedded images in the text, no forwarding, no Bcc and no saving of your own drafts in the composer. Sent emails are not summarised, and the summary only appears in the reading pane, not in the list or in the copy at the lead.

Data protectionCopy link to heading

Leadmode stores subject, addresses, preview and content encrypted. HTML is cleaned up. Leadmode loads external images only through its own server, never directly from your browser. With ‘Ask first’ they stay blocked until you allow them.

See alsoCopy link to heading

• Connect email account
• Team mailboxes