MailboxAI - Webmail + AI Assistant For Perfex CRM

NOTE: This is a module for Perfex CRM. It is not a standalone script.

MailboxAI – Webmail + AI Assistant For Perfex CRM

MailboxAI brings a real webmail experience directly inside Perfex CRM — so your team can read, reply, organize, and convert emails into CRM work without switching tabs all day.

You get a clean inbox UI with folders, search, filters, bulk actions, categories, drafts, scheduled emails, and a full compose/reply workflow. And when you want speed, AI features are available on-demand: summarize unread emails, suggest replies, improve writing, and classify messages — only when you click.

• Perfex-native UI: uses Perfex panels, buttons, modals, and Bootstrap styling so it looks like it belongs.
• Multi-account support: switch between mailboxes from the top selector (great for teams and shared inboxes).
• Flexible sync: cron sync, light sync, or manual sync — depending on your hosting and workflow.
• Fast inbox actions: star/unstar, mark read/unread, delete (local), attachment indicators, outgoing indicators.
• AI on demand (optional): unread summaries + reply drafts when you click (no forced automation).

Core Inbox Experience

Inbox, folders, counters

• Folders navigation: Inbox, Sent, Drafts, Trash, Spam/Junk, Archive (based on your account mappings).
• Unread & total counters: see what matters instantly (Inbox unread badge + folder totals).
• Clean email list: sender, subject, snippet, received date, attachment icon, and outgoing status.
• Sync status indicator: clear status badge with last sync date and error message (if any).

Search + filters (real-world useful)

• Search: quick search by keyword (sender/subject/snippet) so you find emails fast.
• Filters: show all / unread / starred / has attachments.
• Category filter: filter emails by category label for clean triage workflows.

✅ Bulk actions

• Mark read / mark unread in bulk.
• Star / unstar in bulk.
• Apply category / clear category in bulk.
• Delete selected (local) in bulk.

️ Categories (color-coded)

• Create categories with a name, description, color, and active toggle.
• Assign categories per email or in bulk (great for pipelines like Billing / Urgent / Follow-up / Support).

Email Actions & Workflow

Open email (thread view) + quick actions

• Open an email in a clean modal with the full content/thread.
• Reply, Reply all, and Forward are available right from the email view.
• Quick actions: star/unstar, mark read/unread, delete (local).
• Attachments are clearly indicated, and outgoing messages show status.

Convert emails into CRM work (one click)

• Convert to Task: turn an email into an actionable task for your team.
• Convert to Ticket: convert a conversation into a support ticket with context.
• Convert to Lead: create/attach a lead and keep the email history.

Compose, Reply, Templates & Scheduling

✍️ Compose (full experience)

• To / CC / BCC live search: instant suggestions from Perfex data: Staff, Customers/Contacts, and Leads.
• Email templates: select a template while composing to save time and keep consistency.
• Attachments: attach files while composing and sending.
• Signatures: signatures are stored per mailbox account and applied automatically when needed.
• Save Draft: keep unfinished emails safely.
• Schedule Email: send later (ideal for follow-ups and different timezones).

↩️ Reply workflow (fast + consistent)

• Use templates in replies for standard responses.
• Save a reply as draft or schedule it for later.
• AI tools are available inside reply flow (optional, on-demand).

AI Features (Optional, On-Demand)

MailboxAI works perfectly without AI. If you enable AI, it’s still kept optional and controlled — nothing runs automatically unless you choose it.

• Summarize unread emails: one click → short summaries for quick triage.
• Suggest reply drafts: generate reply ideas based on your mailbox preferences.
• Improve message: rewrite to be clearer, more professional, shorter, or more direct.
• Summarize single email: useful when messages are long or contain many details.
• Classify email: helpful for sorting and deciding next actions faster.

Mailbox-level AI preferences let you define default tone, language, length, and “reply notes” so replies match the way you want to communicate.

Auto Replies (Smart + Flexible)

Create auto-replies that behave like real business rules, not just a basic autoresponder.

• Apply to accounts: all accounts or selected mailboxes only.
• Sender scope: any sender (or your matching rules).
• Subject matching: “contains” works great for real-world matching (with optional case sensitivity).
• Send frequency: e.g. once per sender (perfect for out-of-office) or more flexible setups.
• Limits: cooldown minutes, max per day, weekends-only, and time window restrictions.
• Clean reply content: custom reply subject + body with a simple setup.

Sync Options (Choose what fits your server)

• Cron Sync: best for production — automated syncing via server cron.
• Light Sync: minimal overhead syncing for shared hosting or lower resource environments.
• Manual Sync: sync on demand when you need it.

Who is it for?

• Sales teams: convert conversations into leads and follow-ups quickly.
• Support teams: turn email requests into tickets without losing context.
• Operations teams: create tasks from requests and keep everything tracked in Perfex.
• Managers: keep email communication visible and organized inside the CRM.

How it works (clear & simple)

1. Select an account: switch mailboxes from the top dropdown.
2. Browse folders: unread counters and totals help you prioritize.
3. Organize: filters, search, star, categories, and bulk actions.
4. Work from email: reply/forward, save draft, schedule, attach files.
5. Convert: create a task, ticket, or lead from an email in one click.
6. AI (optional): summarize unread emails and generate reply drafts when you want.

• Perfex CRM (latest stable recommended)
• IMAP enabled email account(s)
• Optional AI: OpenAI API key + server access to api.openai.com

1) Inbox UI — Fast webmail inside Perfex

Folders with unread counters, clean email list, quick actions, category labels, and a Perfex-native layout designed for speed.

2) Advanced filters + bulk actions

Search by sender/subject, filter unread/starred/attachments, and apply bulk actions like mark read/unread, star/unstar, category assign, and delete.

3) AI — Summarize unread emails + suggest replies

On-demand AI summaries for unread messages with reply draft recommendations that respect your mailbox AI tone/language preferences.

4) AI — Review results and refine reply suggestions

Edit, refine, and reuse AI reply drafts while processing unread messages faster, without leaving Perfex.

5) Email preview modal — Thread view + actions

Open an email in a clean modal: full conversation thread, quick reply/forward/reply all, delete, and conversion actions (Task/Ticket/Lead).

6) Reply modal — AI tools + templates + schedule

Reply with templates, AI suggestions (rewrite/improve/summarize/classify), save as draft, or schedule send later.

7) Compose modal — Rich sending + AI improvements

Compose new emails with AI assist (tone/length), templates, drafts, and scheduled sending — built using Perfex UI components.

Smart email address suggestions (To/CC/BCC)

Autocomplete powered by Perfex data: Staff Members, Customers, Contacts, and assigned Leads — click-to-add recipients quickly.

9) Top-bar unread indicator

A clear unread email counter in the Perfex admin top bar so staff can see inbox load at a glance.

10) Manage mailbox accounts — central overview

Admin table to manage mailbox accounts, status, and configuration — designed for multi-account teams.

11) Mailbox account — basic account details

Account identity and main configuration fields for mailbox setup inside Perfex.

12) Mailbox account — IMAP configuration

IMAP server configuration for receiving emails, folder mapping, and sync behavior.

13) Mailbox account — SMTP configuration

SMTP settings for sending emails from the mailbox, keeping your outbound flow organized.

14) Mailbox account — signature settings

Per-account signature control so each mailbox can send consistent, professional messages.

15) Mailbox account — AI preferences

Set language, tone, length, and reply notes per mailbox so AI replies match your brand voice.

16) Email templates — template library

Manage reusable templates for sales, support, HR, and operations — for faster replies and consistent messaging.

17) Create email template — quick setup

Create and edit templates with a clean form so staff can respond faster with consistent content.

18) Auto-replies — automation table

Manage auto-replies by sender scope, subject match rules, and frequency — ideal for out-of-office and routing.

19) Create auto-reply — conditions + limits

Build auto-replies with subject match type, cooldown, max/day, weekend only, and optional time window rules.

20) Categories — color-coded organization

Create categories with colors to label emails and keep inboxes organized by workflow (e.g., Billing, Urgent, Sales).

21) Drafts — manage saved messages

Drafts table to continue writing later without losing progress.

22) Scheduled emails — send later queue

Schedule emails to send later and track queue status in a clean table view.

23) General settings — core module configuration

Central configuration options to control MailboxAI behavior, logs, and operational settings.

24) Sync mode settings — control how email sync runs

Configure sync mode (manual/cron-based), refresh behavior, and performance limits.

25) Attachments settings — storage & handling

Control how attachments are downloaded, stored, and managed for performance and compliance.

26) AI automation settings — enable AI features globally

Admin AI settings: enable/disable AI, set provider and model, configure default language, and control automation behavior.

27) MailboxAI menu — Perfex navigation integration

Clean Perfex menu integration so staff can access inbox, templates, auto-replies, categories, and settings quickly.

28) Multi-account overview (additional view)

Multi-account management screen for teams running multiple mailboxes inside Perfex CRM.

1. Login to Perfex CRM as admin
2. Go to Modules → Installed Addons
3. Upload the module zip
4. Click “Install”
5. Open MailboxAI → Settings and configure sync / permissions
6. Optional: paste your OpenAI key + select model for AI features

Important Notes

• Email sync depends on your provider and IMAP settings.
• AI is optional. If you disable AI, MailboxAI works as a normal webmail inside Perfex.
• OpenAI usage/costs are managed by your OpenAI account.
• Need custom workflow tweaks? Contact lenzcreativee@hotmail.com.

Version 1.0.0 – 2026-02-06

 • Initial release • Inbox UI inside Perfex with folders, counters, filters, and search • Star + mark read/unread (single + bulk) • Categories (color-coded) with bulk apply/clear • Convert email to Task / Ticket / Lead • Optional AI: summarize unread + reply draft suggestions (on demand)