Collecting mail
How mail and attachments reach FlowOS from a Flowtech mailbox.
What this process achieves
Brings new mail and its attachments from an enrolled Flowtech mailbox into FlowOS, grouped into conversations and labelled, so the enquiries in it can be worked.
Who is involved
- Administrator — enrols and removes mailboxes.
- The system — fetches on Graph delta, files, labels and reports.
- Sales person / office head — work what arrived.
What starts it
An enrolled mailbox with a live delta cursor. One mail process holds the cursor per mailbox. This is not a “Sync new” button.
The steps
- A mailbox is enrolled against an office (Email Management / the person’s mailbox panel).
- The system fetches what Graph has not yet delivered, newest first.
- For each message it has not seen before, it saves the attachments, attaches the message to the conversation — creating it if this is the first message — and records what the message is, whether it changes anything technical, which project or quotation references it names, and who the enquiry originally came from behind any forward.
- A message already stored is skipped.
- A closed conversation receiving genuinely new mail is reopened.
- The customer is resolved from the recovered origin email against party contacts. No match becomes a review item.
- Sync state records last run, consecutive failures and last error, per mailbox.
Decision points
| Point | What routes it |
|---|---|
| Is this mailbox enrolled? | Anything else is not synced |
| Have we seen this message? | Already-stored messages are skipped |
| Is this a new thread or a reply? | A reply joins the existing conversation |
| Was it closed? | New mail reopens it |
| Do we know the customer? | Unknown origin → review item, not a staff lead |
Rules that apply
R1, R2, R3, R4, R5, R6, R7, R8, R8a, R46, R48, R55, R56 in the business rules register.
What happens if it stalls
- One bad message is skipped and counted; the rest of the sync continues.
- An attachment with no content is skipped; the message and conversation are still created.
- Consecutive failures are visible on Email Management. Already-held mail stays workable.
See Mailbox management and Automatic behaviour.