Connect and share email inboxes

Before you can use email in Transportial, you connect a mailbox (an inbox). You sign in with Microsoft 365 or Gmail, or connect any other mailbox over IMAP and SMTP, the standard protocols almost every email provider supports. An inbox can be personal or shared with colleagues, for example a planning@ or sales@ address.

Before you start

• Every inbox is saved as a mail integration of your platform. You need permission to create integrations; without it, Add inbox is not shown.
• Signing in with Microsoft 365 or Gmail must be set up for your platform. If it is not, the form says that signing in is not set up yet; ask your administrator, or connect the mailbox over IMAP/SMTP.
• For IMAP/SMTP, get the server names, ports, user name and password from your email provider or IT department. Some providers require an app password instead of your normal password.

Connect Microsoft 365 or Gmail

1. Open Emails from the side menu (☰, top right).
2. Click Add inbox, or open the inbox selector at the top left and click Add inbox.
3. Under Basic Settings, enter an Inbox Name (for example "Sales") and the Email Address.
4. Under Email Provider, choose Microsoft 365 or Gmail.
5. Click Connect with Microsoft or Connect with Google.
6. Sign in with the mailbox's account and allow Transportial access.
7. Wait until you are back in Transportial and see Mailbox connected.

Connect an IMAP/SMTP mailbox

1. In Emails, click Add inbox as described above.
2. Under Basic Settings, enter an Inbox Name and the Email Address.
3. Leave IMAP/SMTP selected under Email Provider.
4. Under Incoming Mail (IMAP), enter the IMAP Server, IMAP Port (usually 993), Username and Password. Keep Use SSL/TLS ticked unless your provider says otherwise.
5. Under Outgoing Mail (SMTP), enter the SMTP Server and SMTP Port (usually 587).
6. If the SMTP login differs from the IMAP login, click Show advanced SMTP settings and fill in the SMTP user name and password. Left empty, the IMAP user name is used.
7. Click Test Connection. The result shows Incoming mail (IMAP) and Outgoing mail (SMTP) separately, each with Connection successful or the reason it failed.
8. Click Save.

Switch between inboxes

Open the inbox selector at the top of the email sidebar and choose an inbox. Each inbox shows a badge with your access: Admin, Write, Read or No Access. You get Admin if you may manage integrations.

Choose who can use an inbox

An inbox without members is open to everyone in your company who has access to email. As soon as you add members, only they can see its mail and send from it. Users who may manage integrations always have full access.

1. Open the inbox selector and click the gear icon next to the inbox. The gear is only shown on inboxes you may manage.
2. Click Manage Members.
3. Under Add Member, enter the colleague's email address.
4. Choose the permission: Read or Write.
5. Click Add.
6. Click Done when you have added everyone.

Permission	What the member can do
Read	View emails in this inbox.
Write	View and send emails from this inbox.

Under Current Members, click the pencil to change a member's permission, or the bin to remove a member (you confirm first). The owner and you yourself cannot be changed or removed here.

Change or delete an inbox

Click the gear icon next to the inbox to open Edit Inbox. For an IMAP/SMTP inbox, change the settings, test the connection and click Save. Leave Password empty to keep the current password. A Microsoft 365 or Gmail inbox has no server settings: the window shows Account connected successfully, or a connect button to sign in again when the connection was lost.