Project Mailbox – eSUB Fusion

User Personas: Admin | Project Manager | Field User

The Mailbox captures incoming and outgoing correspondence for a project in one place, so the whole team can see what has been said to whom. It means project email does not live only in the inbox of whoever happened to send it.

Correspondence that originates in eSUB Fusion is captured automatically. Anything else can be brought in by forwarding it to the project's unique email address.

To perform the actions described in this article, you must have the Mailbox - View and Edit permissions. See the Permissions table at the end of this article.

Use the links below to jump to a topic:

How the Mailbox Captures Correspondence
View and Manage the Project Mailbox
The Binding Email Address
- Capture Email Replies
- When a Reply Does Not Appear
Send Correspondence to the Project Mailbox
- Locate the Project Email Address
- Associate Messages to a Document
Review a Document's Email Activity
Permissions
FAQ

How the Mailbox Captures Correspondence

Three things can put a message in the project Mailbox. Knowing which one applies explains why some email shows up on its own and some does not.

Route	How it works	Effort required
Sent from eSUB Fusion	Any document you email from the project is recorded automatically.	None. It is automatic.
Replies to those emails	Captured through the binding email address carried on the original message.	None, as long as the recipient leaves the address in place.
Outside correspondence	Forward or copy the message to the project email address.	Manual. Somebody has to forward it.

View and Manage the Project Mailbox

Select a project from the project list, then select Mailbox from the slide-out menu
Select a tab depending on the messages you want to view
- Inbox, Outbox, Deleted Messages, Spam Folder
Select an email to view its contents

Search, Sort and Filter

Use the search bar at the top of the page to enter your search criteria
Use the filter button next to the search bar to make your sorting and filtering selections

Every mailbox tab sorts newest first by default, so the most recent correspondence is at the top of the list.

For more on the log controls used across eSUB Fusion, see the Navigating Through the eSUB Fusion Interface article.

View a Message and Its Linked Document

Select a message to view its contents
Select the link under Linked Document to open the related document

Viewing the email General Info. If the email is bound to a document in eSUB, the link can be clicked to navigate to that document.

Preview Message Attachments

Attachments on a Mailbox message open in a preview window inside eSUB Fusion, so a file does not have to be downloaded before it can be read. Attachments are presented the same way they are on documents elsewhere in eSUB Fusion.

An inbox message with an Attachment Indicator.

Select a message (3-dot menu > View) to view its contents
Select an attachment to open it in the preview window
Download the file if a local copy is needed

Attachments listed on a Mailbox message. Select an attachment to open it in the preview window.

Preview covers the file types that arrive most often on project correspondence:

File type	In the preview window
PDF	Opens in a paged viewer. Page through the document without downloading it.
Word and Excel	Renders in the preview window.
Images	Displays in the preview window.
Video	Plays in the preview window.

A PDF attachment open in the preview window.

Delete Messages

Select a message to view its contents
Select Delete

Deleted messages move to the Deleted Messages tab rather than disappearing.

The Binding Email Address

The binding email address is what makes reply capture work, and it is worth understanding because it explains most of the cases where a reply goes missing.

When you email a document out of eSUB Fusion, the system generates a unique address and attaches it to that message. That address identifies the specific document and email chain it belongs to.

When the recipient replies, the address travels with the reply, and eSUB Fusion uses it to file the response against the right document in the right project.

Capture Email Replies

When a recipient selects Reply on an email sent from your project, the binding email address appears in the To field automatically. They can write their response, add recipients and attach files as they normally would.

Open the message from eSUB Fusion in your email client and reply as you normally would
Leave the binding email address in the To, CC or BCC field

As long as that address stays on the message, the reply appears in the project Mailbox.

When replying to a document sent from eSUB, the Binding Code (typically beginning with "inbox+" is automatically added to the *To:* field along with the original document sender's email.

When a Reply Does Not Appear

Almost always, the binding address was removed. Check these in order:

Cause	What to do
The recipient deleted the binding address before sending	Ask them to reply again leaving all original addresses in place, or forward their reply to the project email address yourself.
The recipient composed a new email instead of replying	A new message carries no binding address. Forward it to the project email address.
The message was marked as spam	Check the Spam Folder tab before assuming it never arrived.
The message was deleted	Check the Deleted Messages tab.

Send Correspondence to the Project Mailbox

Messages that originate outside eSUB Fusion can still be brought into the project by forwarding them to the project's unique email address. It is also easily accessible from the mobile app when viewing additional information.

Open the message in your email client and select Forward. You can also use Reply, or compose a new email
Paste the project email address in the To or CC field
Select Send

Locate the Project Email Address

Each project has its own address, so make sure you are using the one for the project you intend.

Select Projects on the global navigation menu, then select the desired project from the list
Open the project information, where the project email address is displayed
Copy the address for use in your email client

The Project's email address can be found when viewing the Project Info.

Associate Messages to a Document

A message forwarded to the project address arrives in the Mailbox associated with the project. From there it can be associated with a specific document so the correspondence sits alongside the record it relates to.

Review a Document's Email Activity

Documents in eSUB Fusion carry a record of the email activity against them, so you can see what was sent, when and to whom without leaving the document.

View the individual document articles for more information on email activity from within the document.

Open the document, then review its email activity. The record shows the correspondence associated with that document, including replies captured through the binding email address. Attachments listed on those messages open in the preview window the same way they do in the Mailbox.

Permissions

Permission	What it allows
Mailbox - View	Open the project Mailbox and read messages and their linked documents.
Mailbox - Edit	Delete messages, mark messages as spam, and associate messages with documents.

If a user cannot see an action described in this article, review their Mailbox permissions. Admins manage these from User Permissions.

FAQ

I forwarded an email and it never arrived.

Check the address first, since each project has its own and it is easy to reuse the wrong one from a previous job. Then check the Spam Folder tab. See Locate the Project Email Address.

My recipient replied but I do not see it.

The binding email address was almost certainly removed from the reply, or the recipient started a new message rather than replying. See When a Reply Does Not Appear.

Who can see the messages in a project Mailbox?

Any user with the Mailbox View permission on that project. That is the point of the feature, so treat the Mailbox as shared project correspondence rather than private email.

Is deleting a message permanent?

No. Deleted messages move to the Deleted Messages tab.

Do attachments come through?

Yes. Attachments on forwarded messages and on captured replies arrive with the message, and most file types can be opened in a preview window without downloading them. See Preview Message Attachments. For how attachments are handled on documents generally, see the Document Media & Attachments article.