Inbox

The Inbox brings the replies to your campaigns, and other messages arriving in your connected mailbox, into one shared place. Your team can read conversations, reply from the same mailbox, assign them, add private notes and set follow-up reminders, without everyone needing the mailbox password.

Who can use this

Everyone in the workspace: owners, managers and members can read conversations, reply, assign, add notes and set reminders.

Before you start

A connected mailbox with Track replies and bounces switched on. See Mailboxes. New messages appear after the mailbox's background sync picks them up.

Key concepts

One mailbox at a time

The Inbox always works within one mailbox, shown beside the Inbox heading with a health dot (Healthy mailbox or Mailbox needs attention). Cadensiq selects your default mailbox automatically. Select it to switch (Choose inbox mailbox) or to open View mailbox details. Searches and replies stay within the selected mailbox.

Views and filters

Control	Options
Inbox views	All conversations, Campaign replies, Unmatched (messages not linked to a campaign)
Needs response	Show only conversations waiting for your reply
Filters	Date range, Unread only, Campaign, Assigned to, Reply outcome, Lead stage, Conversation status, Timezone

Conversation statuses are Open, Resolved, Snoozed and Archived. Lead stages are Prospect, Lead, Qualified, Customer and Churned.

Reply outcomes

Each inbound reply gets an outcome: Interested, Positive, Question, Contact later, Referral, Not interested, Unsubscribe, Out of office or Automatic reply. When Cadensiq isn't sure, it shows Needs review. You can change the outcome at any time.

How replies flow

flowchart TB A([Prospect replies]) --> B[Mailbox sync<br/>finds the message] B --> C{Linked to a<br/>campaign message?} C -->|Yes| D[Campaign reply<br/>lead marked Replied] C -->|No| E[Unmatched<br/>conversation] D --> F[Follow-ups for<br/>this lead cancelled] D --> G[Outcome suggested] E --> G G --> H[Team reviews,<br/>assigns and replies] H --> I[Reply sent from<br/>the same mailbox]

How to work through your Inbox

1. Open Inbox and turn on Needs response.
2. Open a conversation. The latest message is at the top of the reading area; earlier quoted text is hidden behind Show quoted text.
3. On the right, under Conversation details, check the reply outcome and Detected information. Correct the outcome if needed.
4. Reply, assign, or add a note or reminder (below).
5. When you're done, select Archive. Reopen brings it back.

To act on several conversations, tick them in the list and choose Archive, Mark read or Mark unread. Most bulk actions can be undone from the message that appears.

How to reply

1. In the conversation, select Reply to open the composer.
2. Check To, add Cc (optional), and edit the Subject and Message. Switch on Reply all to include the other visible recipients; Bcc addresses are never shown or added.
3. Optional: select Attach to add files.
4. Select Send reply, or Save draft to finish later.

The reply is sent through the connected mailbox and appears in the same conversation thread.

How to send a new email

Select Compose, enter the recipients, Subject and Message, then Send email. The mailbox must have passed its sending checks. Attachments aren't available in new emails yet; use Reply in a conversation if you need to attach a file.

How to assign, note and remind

Under Workspace actions:

• Assigned to: choose a teammate who owns the conversation.
• Private note: type context for your team and select Add note. Notes are never sent to the contact.
• Follow-up reminder: choose a date and title, then Add reminder. When it's due, the assigned teammate (or the owner if nobody is assigned) gets an in-app notification and, if they've enabled it, an email. The contact is never emailed automatically.

If a reply says something like "contact me next week", Cadensiq may show Suggested from the reply with a date. Select Use date to fill it in, then confirm the reminder yourself.

How to link a conversation to a lead

For an Unmatched conversation, use Prospect context → Linked prospect: search by name, company or email and choose the lead. This links the conversation to the lead; it doesn't pretend the message came from a campaign.

Rules to know

• Attachments on replies: up to 5 files, 10 MB each and 20 MB in total.
• Messages are shown as safe text. Active content is removed and remote images aren't loaded.
• Attachments received from contacts are listed; if one can't be opened in Cadensiq it is marked as unavailable.
• A reply is sent only if the mailbox is ready to send.
• If a conversation is a test message sent to your own mailbox, Cadensiq warns you; change the To address before sending.

Common questions

Symptom	Cause	What to do
"Choose a mailbox to open Inbox"	No mailbox has inbox sync on	Connect a mailbox with Track replies and bounces on.
A reply hasn't appeared yet	Mailbox sync runs in the background, so new messages take a little while to appear	Select Refresh after a while; check the mailbox's Inbox sync status.
"This mailbox is not ready to send yet."	Readiness checks are incomplete	Complete the mailbox's sending readiness.
"One or more attachments are no longer available."	An attachment expired or was removed	Remove it and attach it again.

Related pages

• Campaign monitoring
• Leads and lists
• Notifications
• SDR daily routine