Part 10: Email Integration, Mailbox Security & File Share

Integrated Email Client

MRSware Desktop includes a full-featured POP3/IMAP email client that automatically links incoming and outgoing emails to the recipient's Contact and Company timelines in CRM.

Message Navigation: Sort & Filter Controls

The MRSware Desktop MailClient provides rapid organization tools directly on the workspace toolbar and right-click context menus. These controls are especially essential when viewing messages in Compact Cards view (2-line message cards), where traditional table column headers are hidden to provide an uncluttered reading experience.

1. Using the Sort Button

The Sort button is located on the top toolbar of the MailClient workspace. Click the dropdown arrow on the button to open the menu of sortable fields:

• Received: Sorts chronologically by message timestamp.
• From / To: Sorts alphabetically by contact name or email address. In folders containing incoming mail (such as Inbox or custom project folders), this option sorts by From. In outgoing folders (such as Sent Items or Waiting Response), the menu item dynamically displays To and sorts by the message recipient.
• Subject: Sorts alphabetically by message subject line.
• Size: Sorts numerically by total message storage size.
• Priority: Groups messages by urgency (High, Normal, Low).
• Attachment: Groups messages containing file attachments together.
• Follow Up: Sorts by follow-up flag status and due date.
• Status: Sorts by read, unread, or replied-to state.
• Folder Name: Sorts by folder name (especially helpful when viewing cross-folder search or aggregation lists).

2. Using the Filter Button

The Filter button on the toolbar provides instant one-click filtering based on message follow-up flags. Rep agencies frequently use flag colors to distinguish action types—such as red for urgent principal requests, green for order confirmations, or blue for commission inquiries:

• Color Flags (Red, Yellow, Green, Blue, Purple, Orange): Displays only messages bearing the selected color flag.
• Complete: Displays only messages whose follow-up flag has been marked completed (flagged with a checkmark).
• Not Flagged: Displays only clean messages that have no follow-up flag attached.
• All: Clears the flag filter and restores the display of all messages in the folder.

3. Right-Click Context Menu Filtering (By Selection & Excluding Selection)

In Compact Card view (as well as Table view), you can filter the message list directly from any highlighted email card without opening filter dialogs or typing keywords into a search bar:

1. Right-Click a Message Card: Right-click any email card in the message listing to open the context menu.
2. Hover over "Filter": Point to the Filter submenu to reveal three contextual filtering actions:
   • By Selection: Instantly filters the view to show only messages from that sender (or to that recipient when viewing Sent Items or Waiting Response). This is the fastest way to view an entire communication history from a particular client or vendor.
   • Excluding Selection: Immediately hides all messages matching that sender (or recipient) from the current list. Use this to eliminate noise from high-volume automated notifications, shipping confirmations, or newsletters.
   • Remove Filter: Clears the active contextual filter and restores all messages in the current folder.

Mailbox Delegation & "Send As" Security

Configure shared team mailboxes (e.g. orders@agency.com) with individual user access permissions, customized email signatures, and automatic spell checking.

Email Archiving & "Archive Folder..." Feature

To keep local and server mailboxes fast and responsive, MRSware includes comprehensive archiving tools that package email messages and attachments into compressed, searchable .zip archive files containing full EML message records and XML metadata indexes.

Archiving a Specific Folder Hierarchy ("Archive Folder...")

Rather than archiving an entire mailbox, users can archive an individual folder and all its subfolders directly from the MailTree:

1. Select Folder: In the MailTree folder panel, right-click on the target folder (e.g., Projects, Clients, Inbox, or any custom folder) and choose Archive Folder... from the context menu.
2. Choose Cleanup Action:
   • Move messages to archive: Archives messages into the target archive file and deletes them from the mail server to free server storage space.
   • Archive messages only: Extracts messages to the archive file while keeping the originals intact on the mail server.
3. Set Age & Message Criteria:
   • Age Cutoff: Specify a threshold in months (e.g., messages older than 12 or 24 months) or choose Archive all messages regardless of age.
   • Follow-up Protection: Check Skip items with an open follow-up to prevent active task items from being moved to the archive.
   • Subfolder Processing: Check Include subfolders (enabled by default) to recursively archive all child folders.
4. Configure Archive File: Specify the archive destination (defaults to Email-Archive YYYY-MM-DD MailboxName - FolderName.zip in your MRSware files directory), optional password protection, and compression level (Fast, Default, Maximum).
5. Optional Rule Persistence: Check Save as folder's archive rule if you want these settings to update the folder's permanent archiving rule in the database.
6. Click Archive: The archive process launches immediately in the background, reporting real-time progress as messages are archived and verified.

Spam Filter Portal & Domain Setup

Manage domain MX record settings, whitelist principal email domains, and inspect quarantined messages via the integrated Spam Filter Portal walkthrough.

File Share Repository & Linked Documents

Store specification sheets, CAD drawings, customer price lists, and contract agreements in the central File Share repository, linking files directly to Companies, Contacts, Projects, or Quotes.