๐ฌ Receiving New Emails ยท Unified Management of System and Bound Mailboxes
With Laifaxin's Email module, all your emails are managed in one place โ marketing system inquiries + daily emails from personal / business mailboxes are all received in a single interface, so you never miss an inquiry.
- 1๏ธโฃ System mailbox (enabled by default) โ replies from your Mass Email campaigns are automatically collected into the system inbox; zero setup
- 2๏ธโฃ Bound mailbox (optional) โ connect your own personal / business mailbox (QQ / 163 / Gmail / Outlook etc.) for multi-account unified management
System entry: Email
1. System Mailbox ยท Receive Mass Email Repliesโ
After sending a batch via Mass Email, customer replies are automatically collected into the Laifaxin system mailbox. View them centrally under ใEmailใโใLaifaxinใ, never missing a single inquiry.
- Under anti-spam rules, your own mailbox tends to filter out replies containing "mass content" โ inquiries get lost
- System mailbox does not filter replies โ inquiries arrive intact
- AI auto-categorization โ To Reply / OOO (Out of Office) / Inquiry / Rejection at a glance
2. Bound Mailbox ยท Centralized Multi-Account Managementโ
Besides the system mailbox, connect your everyday mailboxes (QQ / 163 / Gmail / Outlook / business mail etc.) for centralized multi-account management โ no more switching between mail clients.
The binding flow is in ๐ Email Account. After binding, do these 4 things ๐
1. Receiving Setup ยท Get IMAP Parameters Rightโ
When binding, fill in ใReceive/Send Settingsใ correctly (details in the email account doc):
| Parameter | Description |
|---|---|
| Server address | Provided by your mail service (e.g. imap.gmail.com) |
| Port | IMAP usually 993 (SSL) |
| Encryption | Choose SSL/TLS |
| Username + password | Some mailboxes require an app-specific password (e.g. Gmail / QQ) |
The system does not support POP3 receiving. When binding, be sure to use IMAP.
Why? IMAP supports two-way sync, emails stay on the server, multi-device consistent. POP3 downloads one-way to local and easily loses emails. IMAP is the modern email standard.
2. Enable Sync ยท Real-Time Updatesโ
After binding, go to Email Account and turn on ใEmail Syncใ:
| Setting | Recommendation |
|---|---|
| โ๏ธ Email Sync | Must enable, otherwise no auto-receive |
| โฐ Sync interval | Recommended 3 ~ 5 minutes; too short โ rate-limited by provider; too long โ high latency |
3. Enable Notifications ยท Never Miss an Important Emailโ
Once receiving is set up, strongly recommended to enable all 3 notification channels for instant alerts:
| Channel | Best For |
|---|---|
| ๐ WeChat notifications | Receive on your phone anywhere (most recommended) |
| ๐ง Email notifications | Use another mailbox to receive alerts |
| ๐ฅ๏ธ Browser desktop notifications | Pop-up alerts while working at your computer |
Detailed setup โ ๐ Quick Start ยท Enable Notifications.
4. Things to Watch Out For ยท Avoid Receiving Issuesโ
- โ ๏ธ Repeated password prompts โ usually means the provider is temporarily refusing because of too-frequent sync. Increase ใSync intervalใ (e.g. 5 min โ 10 min).
- โ ๏ธ Problem persists โ contact your mailbox service provider to check if IMAP access is restricted.
- โ ๏ธ Gmail / some business mailboxes โ require an app-specific password (not the login password), generated in the mailbox backend's "Security Settings".
๐ Pitfall Summaryโ
| Pitfall | Consequence | How to Avoid |
|---|---|---|
| ๐ด Setting reply-to mailbox on mass send | Replies go to your own mailbox, anti-spam easily blocks them โ lost inquiries | Don't set a reply-to mailbox on mass send; let replies go to system mailbox |
| ๐ด Binding via POP3 | Not supported โ sync fails | Must use IMAP |
| ๐ด Not enabling email sync | Mailbox bound but no new emails received | Go to Email Account and tick "Email Sync" |
| ๐ก Sync interval too short (< 3 min) | Rate-limited + password prompts by provider | Set to 3 ~ 5 minutes |
| ๐ก No notifications enabled | Inquiries arrive unnoticed, slow response misses best follow-up window | Enable at least WeChat + browser notifications |
| ๐ก Gmail / QQ with login password | Authentication fails | Use app-specific password (generated in mailbox backend) |
โ Frequently Asked Questions (FAQ)โ
Q1 ยท Why am I not receiving emails after binding?โ
Check 3 things in order:
| Check | How |
|---|---|
| Are IMAP params correct? | Go to Receiving Setup and re-verify server address / port / encryption |
| Is email sync on? | Go to Email Account and check "Email Sync" is enabled |
| App-specific password | Gmail / QQ etc. require an app-specific password, not the login password |
Q2 ยท Which mailbox types are supported?โ
Via IMAP protocol, in principle any mailbox with IMAP service enabled is supported:
- International: Gmail / Outlook / Yahoo / Hotmail / Yandex
- China: QQ Mail / 163 Mail / 126 Mail / Sina Mail / NetEase Business Mail
- Self-hosted: Alibaba Cloud / Tencent Business Mail / Zoho / self-hosted Postfix
Q3 ยท Can I customize receive frequency?โ
Yes. Go to Email Account โ account details โ adjust the ใSync intervalใ dropdown. Recommended 3 ~ 5 minutes to balance timeliness and rate-limit risk.
Q4 ยท What's the difference between system mailbox and bound mailbox?โ
| Dimension | System Mailbox | Bound Mailbox |
|---|---|---|
| Source | Built into Laifaxin | Your own QQ / 163 / Gmail / business mailbox |
| Setup required? | โ Zero setup, ready to use | โ Need IMAP setup + enable sync |
| What it receives | Customer replies from Mass Email | All emails for that mailbox |
| Inquiry safety | โ Replies not filtered (anti-spam exempt) | โ ๏ธ Depends on provider's anti-spam rules |
Q5 ยท If I set a reply-to mailbox on mass send, will replies still come to the system?โ
โ No. With a reply-to mailbox set โ replies only go to your own mailbox, the system won't receive them.
โ ๏ธ But we don't recommend setting a reply-to mailbox on mass send, because:
- Under anti-spam rules, replies containing mass content are easily blocked by your mail server โ lost inquiries
- Frequent replies can get your mailbox listed on spam blacklists or deprioritized
Best practice: Don't set a reply-to on mass send โ inquiries go to system mailbox โ after seeing the inquiry, switch to your own mailbox for manual 1-on-1 replies.
๐ก Learning Tipsโ
| Scenario | Recommendation |
|---|---|
| ๐ Regularly check sync status | Go to Email Account and verify each bound mailbox is syncing normally |
| ๐ Multi-channel notifications | Enable WeChat + email + browser all three at once for full coverage |
| ๐จ Prefer system mailbox | Don't set reply-to on mass send โ replies go to system mailbox (anti-spam exempt, no lost inquiries) |
| ๐ Understand IMAP vs POP3 | IMAP = modern standard (two-way sync, emails on server); POP3 = legacy (one-way download, easy to lose) |
| ๐ฑ Boost productivity with AI categorization | System mailbox auto-categorizes by AI (To Reply / OOO / Inquiry / Rejection); prioritize "To Reply" to save time |
๐ Related Featuresโ
| Topic | Link | Description |
|---|---|---|
| ๐จ Email Account | email-account | Full flow for binding personal / business mailboxes |
| ๐ Email List | email-list | Inbox / Sent / Drafts list operations |
| ๐๏ธ Smart Categorization | email-categorization | AI auto-categorization: To Reply / OOO / Inquiry / Rejection |
| ๐ Mass Email | email-mass-sending | Replies from mass sends go to system mailbox |
| ๐ก Compose Email | compose-new-email | 1-on-1 reply to inquiries via Compose |
| ๐ Enable Notifications | quick-start#enable-notifications-setup | WeChat / email / browser 3-channel notification setup |
๐ Permalink: https://laifa.xin/zhinan/check-new-emails