Module: Mailbox Pro v1.0.0
What is Mailbox Pro?
Enterprise Outlook-style email management for Perfex CRM
This module installs into modules/mailbox_pro/ and adds its own admin menus, permissions, and database tables — without editing Perfex CRM core files.
Who should use this module?
- Admins — activate the module, configure Settings, assign roles, and manage integrations.
- Operators / day-to-day staff — create and update records (orders, attendance, shipments, messages, etc.).
- Managers / approvers — review queues, approve workflows, and monitor dashboards/KPIs.
- Finance / compliance / ops leads — run reports, exports, and audit trails when the module supports them.
What you can achieve
- Keep all related work in one place inside Perfex CRM instead of spreadsheets.
- Control who can view, create, edit, approve, or export with role permissions.
- Use dashboards and reports to see status, bottlenecks, and history.
- Connect to other CRM data (customers, invoices, items, staff) where the module integrates.
Recommended learning path
- Read How to Install and activate the module.
- Skim Features so you know what screens exist.
- Complete the Quick Start checklist on this page (Settings → masters → first sample record).
- Open each screen guide under Screen-by-screen guides when you need step-by-step help.
- Check Version & Changelog after upgrades for new options.
Tip: Train one admin first, then create a limited role for operators so they only see the screens they need.
5-minute Quick Start
Follow this short path the first time you use Mailbox Pro:
- Activate — Setup → Modules → activate Mailbox Pro (run Upgrade if prompted).
- Permissions — Setup → Staff → Roles → enable view/create/edit (and approve/settings if needed) for this module.
- Settings — Open Mailbox Pro → Settings and save company defaults, prefixes, and integrations.
- Master data — Create the first required masters (products, warehouses, templates, channels, accounts, routes, etc.).
- First transaction — Create one sample record end-to-end (save → submit/approve → complete) and confirm it appears in lists/reports.
- Cron — If the module uses alerts, sync, queues, or AI, confirm Perfex CRM cron is scheduled on the server.
Full how-to guide (from module package)
The steps below come from the module author's printable guide — follow them in order for best results.
HOW TO USE — Mailbox Pro v1.0.0
Author: Nasbix Technologies
For Perfex CRM 3.2+
1. INSTALLATION
1. Upload the "mailbox_pro" folder into your Perfex CRM /modules/ directory
(FTP / cPanel / Setup → Modules → Upload).
- Log in as administrator.
- Go to Setup → Modules.
- Find "Mailbox Pro" and click Activate.
5. On activate the module:
- Creates all tblmail_* database tables
- Seeds default tags, templates, and shared mailbox placeholders
- Registers permissions and cron jobs
- Sets installed version to 1.0.0
2. FIRST-TIME SETUP
- Open Mailbox Pro → Setup (wizard) if shown, or Mailbox Pro → Settings.
- Configure OAuth credentials (optional) for Gmail / Microsoft / Yahoo / Zoho.
- Go to Mailbox Pro → Email Accounts → Add Account.
- Choose provider, enter IMAP/SMTP or connect via OAuth.
- Test connection and enable sync.
- Assign staff permissions under Setup → Staff → Roles.
- Ensure server cron hits Perfex CRM cron URL every 1–5 minutes.
3. DAILY USE (MAILBOX)
- Open Mailbox Pro from the sidebar.
- Select an account / folder (Inbox, Sent, Drafts, Archive, Trash, Spam…).
- Click a message to read in the right pane.
- Use Compose / Reply / Forward / Archive / Delete / Tags.
- Link emails to CRM records (lead, customer, ticket, project, invoice…).
- Use Templates and Signatures when composing.
- Check Dashboard for analytics and Reports for exports.
4. TEAM FEATURES
- Shared Mailboxes: Mailbox Pro → Shared Mailboxes
- Assignment / watchers / internal notes on messages
- Automation: Mailbox Pro → Automation (rules)
- SLA alerts for shared mailbox response times
- Spam filter lists: Mailbox Pro → Spam Filter
- Legal hold: Mailbox Pro → Legal Hold (audit permission)
5. SETTINGS
Path: Mailbox Pro → Settings
(or click Settings on the module row in Setup → Modules)
Tabs include:
- General (sync interval, theme, ticket department)
- OAuth (Google, Microsoft, Yahoo, Zoho)
- AI (OpenAI / DeepSeek keys and models)
- Tracking, Notifications (web push), Security, Retention, Backup
6. PERMISSIONS
Assign under Setup → Staff → Roles:
- mailbox_pro_mailbox
- mailbox_pro_send_email
- mailbox_pro_accounts
- mailbox_pro_shared_mailboxes
- mailbox_pro_templates
- mailbox_pro_automation
- mailbox_pro_ai
- mailbox_pro_reports
- mailbox_pro_audit
- mailbox_pro_settings
7. UNINSTALL (CLEAN REMOVAL)
- Setup → Modules → Deactivate Mailbox Pro.
- Click Uninstall.
Removed automatically:
- All {db_prefix}mail_* database tables
- mailbox_pro_* options
- Files under uploads/mailbox_pro/
NOT removed:
- Perfex core files
- CRM leads / customers / tickets (only email module data)
8. DOCUMENTATION
Open documentation/index.html from the package in any browser.
Support: CodeCanyon item comments (6 months from purchase).
Include: purchase code, Perfex version, PHP version, module version.
Module documentation index
Start here — full guides for Mailbox Pro:
- Overview & How to Use — what it is, who uses it, daily workflow
- Quick Start Guide — first 5 minutes + printable how-to
- How to Install — upload, activate, permissions, verify
- Features (Full Detail) — every capability explained
- FAQ & Tips — common questions and best practices
- Version & Changelog — version history
How to use in Perfex CRM (daily operations)
- Sign in to the admin area with a role that includes Mailbox Pro permissions.
- Open Mailbox Pro (sidebar) or search for Mailbox Pro in the admin menu.
- Start on the Dashboard (if available) to see open tasks, pending approvals, and KPIs.
- Review Settings after upgrades — new options may need defaults for your company.
- Create or import master data first; most modules block transactions until masters exist.
- Run the main business flow (create → submit → approve → post/complete) using the screens listed in Admin menu below.
- Use Reports / Analytics screens to reconcile stock, finance, compliance, or SLA metrics.
- For integrations (API, EDI, gateways, tax), confirm credentials in Settings and monitor logs or webhook delivery screens.
- Train staff with role-based access — give approvers approve permissions only, operators create/edit on their area.
- If something fails overnight, check Perfex CRM cron ran and open the module log / failed queue screen if present.
Admin menu — where to work
Open the Mailbox Pro section in the admin sidebar. Screens your staff may use (depending on role):
- Audit Logs
- Automation Rules
- Dashboard
- Email Accounts
- Email History
- Email Templates
- Legal Hold
- Mailbox
- Mailbox Pro - AI Assistant
- Mailbox Pro - Audit Logs
- Mailbox Pro - Automation
- Mailbox Pro - Email Accounts
- Mailbox Pro - Mailbox
- Mailbox Pro - Reports
- Mailbox Pro - Send Email
- Mailbox Pro - Settings
- Mailbox Pro - Shared Mailboxes
- Mailbox Pro - Templates
- Outgoing Queue
- Reports
- Settings
- Setup Wizard
- Shared Mailboxes
- Signatures
- Spam Filter
- Tags
Detailed guide — features, workflows, API & FAQ
Features
Email Client
- Outlook-style 3-pane mailbox (light/dark theme)
- Inbox, sent, drafts, archive, trash, spam, starred, custom folders
- Compose, reply, forward, drafts, scheduled send, bulk actions
- Advanced search, thread view, drag-and-drop attachments
Multi-Account & Sync
- Gmail, Outlook, Microsoft 365, Yahoo, Zoho, custom IMAP/SMTP
- OAuth 2.0 + password authentication, encrypted credentials
- Cron-driven sync and outgoing queue
Team & CRM
- Shared mailboxes, assignment, SLA, internal notes
- CRM linking and email history on customer/lead profiles
- Automation, templates, signatures, tags, reports
Security & Compliance
- Granular permissions, API audit & rate limits
- Spam scoring, legal hold, secure attachments, HTML sanitization
Requirements
- Perfex CRM 3.2+
- PHP 7.4+ (8.1+ recommended)
- PHP extensions:
imap,openssl,curl,json(optional:zipfor Excel export) - MySQL 5.7+ / MariaDB 10.3+ with InnoDB
- Server cron required for email sync and background jobs
Versioning
- Module version:
1.0.0(CodeCanyon item version inmailbox_pro.php) - DB schema:
100(MAILBOX_PRO_DB_SCHEMA_VERSION, migration100_version_100.php)
Permissions
| Capability | Access |
|---|---|
| ------------ | -------- |
mailbox_pro_mailbox | Main mailbox UI, read/search messages |
mailbox_pro_send_email | Compose and send emails |
mailbox_pro_accounts | Personal email account management |
mailbox_pro_shared_mailboxes | Shared mailbox configuration |
mailbox_pro_templates | Email templates |
mailbox_pro_automation | Automation rules |
mailbox_pro_ai | AI assistant features |
mailbox_pro_reports | Reports and exports |
mailbox_pro_audit | Audit logs, legal hold |
mailbox_pro_settings | Module settings |
Cron Jobs
Registered via Perfex CRM cron (run every 1–5 minutes recommended):
- IMAP email sync
- Outgoing queue processing
- OAuth token refresh
- Automation processing
- SLA breach checks
- Retention/cleanup policies
How to Use
1. Connect an email account
- Open Mailbox Pro → Email Accounts.
- Click Add Account.
- Choose a provider (Gmail, Outlook, Microsoft 365, Yahoo, Zoho, or Custom).
- Connect with OAuth or enter IMAP/SMTP username and password.
- Save and enable sync. Cron will pull new messages automatically.
2. Work in the mailbox
- Open Mailbox Pro from the sidebar.
- Select folder (Inbox, Sent, Drafts, Archive, Trash, Spam, Starred).
- Read messages in the right pane; use Compose, Reply, Forward, Archive, Delete, Tags.
- Link emails to CRM records (lead, customer, ticket, project, invoice, etc.).
- Apply templates and signatures while composing.
3. Team & automation
- Shared Mailboxes — assign staff, set SLA and auto-assignment method.
- Automation — create rules (conditions → actions) for new mail.
- Dashboard / Reports — analytics and CSV / Excel / PDF export.
- Spam Filter / Legal Hold — blocklists and e-discovery holds.
4. Permissions
Grant mailbox_pro_* capabilities under Setup → Staff → Roles before staff can use the module.
A plain-text guide is also included as HOW_TO_USE.txt in the package root.
OAuth Provider Setup
Configure OAuth credentials in Mailbox Pro → Settings → OAuth.
Google (Gmail)
- Create a project in Google Cloud Console.
- Enable Gmail API and create OAuth 2.0 credentials (Web application).
- Set redirect URI:
https://yourdomain.com/admin/mailbox_pro/mailbox_pro_oauth/callback - Copy Client ID and Client Secret into module settings.
Microsoft (Outlook / M365)
- Register an app in Azure Portal → App registrations.
- Add redirect URI (same pattern as above).
- Grant IMAP/SMTP and offline_access scopes.
Yahoo & Zoho
Follow provider developer documentation. Enter credentials in Settings and connect from the account edit page.
Cron Jobs
All background tasks run through Perfex CRM's main cron. Example crontab entry (every 5 minutes):
* * * * * php /path/to/perfex/index.php cron/index > /dev/null 2>&1
| Job | Purpose |
|---|---|
| Email Sync | Pull new messages from IMAP accounts |
| Outgoing Queue | Send pending/scheduled emails |
| OAuth Refresh | Refresh expired OAuth tokens |
| Automation | Process rule engine on new messages |
| SLA Check | Detect and alert SLA breaches |
| Retention | Apply GDPR cleanup policies |
Permissions
| Capability | Access |
|---|---|
mailbox_pro_mailbox | Main mailbox UI, read/search messages |
mailbox_pro_send_email | Compose and send emails |
mailbox_pro_accounts | Personal email accounts |
mailbox_pro_shared_mailboxes | Shared mailbox management |
mailbox_pro_templates | Email templates |
mailbox_pro_automation | Automation rules |
mailbox_pro_ai | AI assistant |
mailbox_pro_reports | Reports and exports |
mailbox_pro_audit | Audit logs, legal hold |
mailbox_pro_settings | Module settings |
Key Features
- Outlook-style 3-pane email client with dark mode
- Multi-provider IMAP/SMTP with OAuth
- Shared mailboxes with auto-assignment (round-robin, load balance, skill-based, department)
- CRM auto-linking to leads, customers, tickets, projects, invoices
- Automation rules with visual builder
- Email templates, signatures, internal notes
- Open/click/reply tracking
- AI assistant (OpenAI, DeepSeek)
- SLA monitoring, legal hold, e-discovery
- Spam filtering, web push notifications
- Dashboard widget and full reports
Security
- Granular RBAC with 10 permission groups
- CSRF protection on admin forms (OAuth callback and tracking pixels excluded by design)
- HTML sanitization via HTMLPurifier on display and outgoing save
- Encrypted password storage (CodeIgniter encryption library)
- OAuth state nonce validation (15-minute expiry)
- API rate limiting with audit logging
- Secure attachment downloads (authenticated, path traversal protected)
- Attachment type/size validation with blocklist
- Upload directories protected from directory listing
- Per-account and per-message authorization (IDOR protection)
Settings Overview
Configure in Mailbox Pro → Settings:
- General — sync interval, theme, default department for tickets
- OAuth — provider credentials for Gmail, Outlook, Yahoo, Zoho
- AI — OpenAI/DeepSeek API keys and model selection
- Tracking — enable open/click tracking, URL whitelist
- Notifications — browser push (VAPID keys auto-generated)
- Security — API rate limit, attachment limits, blocked extensions
- Retention — GDPR cleanup days for inbox, sent, archive, trash, logs
- Backup — export mailbox data as JSON
Uninstall
- Go to Setup → Modules.
- Deactivate Mailbox Pro.
- Click Uninstall.
This removes all {prefix}mail_* tables, mailbox_pro_* options, and files under uploads/mailbox_pro/. Perfex CRM customers, leads, and tickets are not deleted.
After activation — configuration checklist
- Go to Setup → Modules and activate Mailbox Pro.
- Open Mailbox Pro → Setup to run the first-time configuration wizard.
- Assign permissions under Setup → Staff → Roles.
- Ensure PHP imap extension is enabled on your server.
- Configure server cron to hit Perfex CRM's cron URL every 1–5 minutes.
- Perfex CRM 3.2+
- PHP 7.4+ (8.1+ recommended)
- Extensions: imap, openssl, curl, json
- Optional: zip for native Excel report export
- MySQL 5.7+ / MariaDB 10.3+ (InnoDB, FULLTEXT support)
One-time setup (first time only)
- Setup → Modules → activate Mailbox Pro.
- Setup → Staff → Roles → assign Mailbox Pro permissions (view, create, edit, delete, approve, export, settings as needed).
- Open Mailbox Pro → Settings and complete company defaults, prefixes, integrations, and notification options.
- Create master data (warehouses, products, templates, accounts, routes, etc.) before processing live transactions.
- Enable Perfex CRM cron (
php /path/to/perfex/index.php cron/index) for sync, retries, alerts, and scheduled jobs. - Optionally enable REST API / webhooks in module settings if you integrate external systems.
Tips for success
- Always configure Settings before creating live transactions.
- Create master data (items, warehouses, templates, channels, accounts) first — most modules block incomplete records.
- Use a test/sample record before going live with real customers or production stock.
- Separate roles: operators create/edit; managers approve; finance/reporting get view/export only.
- After any module upgrade, reopen Settings and confirm new options have sensible defaults.
- If overnight jobs fail, verify Perfex CRM cron and check the module log / failed queue screen.
Common questions (FAQ)
Where do I find the module after activation?
In the admin sidebar look for Mailbox Pro. If missing, your role may lack view permission — fix under Setup → Staff → Roles.
Do I need to edit core Perfex CRM files?
No. Keep all custom code under modules/mailbox_pro/. Activate/deactivate from Setup → Modules.
What happens if I uninstall?
Deactivate keeps data. Uninstall usually removes module tables/options (see the Install article). Core customers, invoices, and items are not deleted by well-built modules.
Why can't my staff see a screen?
Almost always a permissions issue. Give the role at least view on that feature, then ask the user to log out and back in.
Reports/export buttons do nothing
Confirm the role has export (or view reports) permission, and that filters return at least one row. Try PDF/CSV from a wider date range.
FAQ from module documentation
Support
For CodeCanyon buyers: 6 months support via your CodeCanyon purchase page.
Perfex CRM Knowledge Base — detailed usage guide generated from module README, HOW_TO_USE, and documentation.