Mailboxes

A connected mailbox lets automations react to e-mails that arrive and send e-mails from your own address. You connect mailboxes on the Integrations page, under the Email category, and manage them under Connected mailboxes: "A connected mailbox can start automations when emails arrive and send emails for them."

Before you start

Members and admins connect mailboxes; viewers see "Only members and admins can connect mailboxes." Each person can connect several.
A mailbox you connect is private at first: only you can use it in automations. Share it to let others use it (see Sharing a mailbox). A Quanty inbox address is shared from the start.
Mail is read only while something listens to it: an active automation with E-mail received, CRM capture, or, with the TMS add-on, orders and pallet receipts by e-mail.

Choose a provider

Provider	What it is	Button
Gmail	"A Google Workspace or personal Gmail account. You sign in with Google, so Quanty never sees your password."	Connect Gmail
Other email (IMAP/SMTP)	"Any other mailbox, such as your own domain or a local provider. Connects with the server settings and a password."	Add account
Quanty inbox address	"Get a unique address and forward emails to it. No password needed."	Create address

Outlook is listed too, as Not available yet.

Gmail

Click Connect Gmail. Google asks you to choose the account and allow Quanty access.
Back in Quanty: "Gmail connected", and the mailbox appears under Connected mailboxes.

If you did not allow sending or reading, Quanty says so ("Gmail connected, but sending was not allowed") and the mailbox's menu offers Reconnect to allow sending or Reconnect to allow reading.

When the Gmail card says the account is "connected for sending only", Quanty may send from Gmail but not read it: "To have automations react to incoming Gmail, create a Quanty inbox address and forward your mail to it."

Other email (IMAP/SMTP)

"Quanty signs in to your mail server to read new emails (IMAP) and to send emails (SMTP)."

Field	What it means	Example
Email address	The mailbox's address. Quanty looks up the server settings for its domain ("Server settings found for twojafirma.pl").	biuro@twojafirma.pl
Password	"Some providers require an app password instead of your usual one."
Name (optional)	How the mailbox is called in Quanty.	Biuro
Username	"Same as the email address" unless your provider says otherwise.
Server settings	Incoming mail (IMAP) and Outgoing mail (SMTP), each with Server, Port and Security (SSL/TLS or STARTTLS). The usual ports are 993 (SSL/TLS) or 143 (STARTTLS) for IMAP, and 465 (SSL/TLS) or 587 (STARTTLS) for SMTP.	imap.twojafirma.pl, 993, SSL/TLS
Share with workspace	Lets everyone use it in automations.	Off

Quanty checks that it can sign in before saving: "Email account connected". Edit settings in the mailbox's menu changes the settings later ("Leave empty to keep the current password.").

Quanty inbox address

"Quanty creates a unique email address for this workspace. Every email sent or forwarded to it can start an automation. No password needed."

Click Create address, give it a Name (optional) ("e.g. Invoices") and click Create address.
Your inbox address shows the address under Send or forward emails to, with Copy address.
Under How to use it:
- "From Gmail: Settings > See all settings > Forwarding and POP/IMAP > Add a forwarding address."
- "From Outlook: Settings > Mail > Rules > Add new rule, with the action Forward to."
- "Or use it directly, for example as a CC address or as the address you give to suppliers."

"Gmail first sends an email with a confirmation code to this address. You can read it under Recent emails below." How to forward in the mailbox's row shows these steps again.

A Quanty inbox address only receives: "Sending is not available: a Quanty inbox address only receives email." Forwarded e-mails arrive at once; there is nothing to check.

Connected mailboxes

Each connected mailbox is one row with its name (Rename or the pencil changes it), its address, and:

Mark	What it means
Connected or Needs reconnect	Whether Quanty can use it.
Receives, Sends	What it can do.
"Used by 2 automations"	How many automations use it.
CRM capture off, on or paused	Whether contacts are captured from it (see CRM capture).
"Connected by Anna, not shared"	Someone else's private mailbox.

The ⋯ menu holds Test connection, Reconnect (or Reconnect to allow sending, Reconnect to allow reading), Edit settings (IMAP), Rename, Activity, Capture contacts to CRM and Remove.

Test connection

Test connection tries both directions and answers, for example, "Receiving works" and "Sending works", or "Receiving failed: the server rejected the login". Other reasons: "the server could not be reached", "permission to send was not granted", "the provider asked to slow down, try again in a few minutes", "the server took too long to answer".

Activity

Activity opens Mailbox activity: its status (Working or Needs attention), "Last checked 10:42", the next check, and the tabs Received and Sent with each e-mail. A mailbox nothing listens to says: "Not checked while no active automation listens on this mailbox."

The Shared with workspace switch on the row decides who can use the mailbox in automations:

On: "Everyone in the workspace can use this mailbox in automations."
Off: "When off, only you can use this mailbox in automations."

Only the person who connected a mailbox can share it. Turning sharing off switches off the other people's automations that use it: "2 automations using it were switched off. Check their actions, then switch them back on." Renaming, unsharing and removing can also be done by an organization admin.

What reads and sends your mail

Feature	What it does with the mailbox
Automations	E-mail received starts an automation for each new e-mail; Send an e-mail can send from the mailbox.
Table triggers	New Gmail email adds a row per e-mail (Gmail only, shared mailboxes).
CRM capture	Turns correspondents into People and Companies records.
Orders from e-mail	With the TMS add-on: reads client orders into drafts.
Pallet receipts	With the TMS add-on: reads drivers' receipts.

The chat does not read your mailboxes.

CRM capture

Capture contacts to CRM in a mailbox's menu turns each new correspondent into a Person in your Records project, keyed by the e-mail address, and their company domain into a Company (free e-mail domains such as gmail.com are left out). It fills only empty cells, never overwrites, and skips automatic, bulk and no-reply senders. It needs a Records project first ("Set up records first"). The settings, Fill in extra details with AI (which spends credits) and Process retained mail now (the last 14 days) are described on Records (CRM).

Remove a mailbox

Remove in the menu: "Quanty stops receiving and sending emails through this mailbox." For Gmail it also "gives up its access to the account." Automations that use it are paused ("2 automations were paused."), with the reason "its mailbox was disconnected". Pick another mailbox in them and switch them on again.

Limits

Limit	Value
How often a mailbox is checked	every minute, while something listens to it
E-mails taken per check	25 (the rest come with the next checks)
Size of one e-mail	30 MB; one attachment 20 MB; the text up to 100 000 characters
E-mails kept in Quanty	14 days
Sending from one mailbox	100 e-mails an hour

Good to know

Only new e-mail. An automation or a capture never processes e-mails that arrived before it was switched on (except Process retained mail now in CRM capture, for the last 14 days).
Passwords. Gmail is connected through Google's sign-in, so Quanty never sees your password; the IMAP password is stored encrypted.
When a password changes. An IMAP mailbox shows Needs reconnect; use Edit settings with the new password.

Integrations: the catalog.
Triggers and conditions: the E-mail received trigger.
Actions: sending from your mailbox.
Records (CRM): capturing contacts from a mailbox.