How can I limit IMAP email to just the INBOX?

[jjwdesign]

SugarCRM appliance server
apache, php5, mysql5

It seems that the new email module is pulling in TOO MUCH from our exchange server. Or at least, it's too much for the server to handle. We have a ton of public folders with thousands of emails (total). Our sales users are trying to setup the "Settings - Mail Accounts" in the Email Module, but it takes 4 to 5 hours to complete. Even then, I'm not sure it's sucessful.

Is there any way to limit the email accounts to just the INBOX?

Thanks in advance,
Jeff Walters

[jjwdesign]

Here's my situation - via an image. This is with an exchange server, including Public Folders. I'm sure others are having similar problems. The check email has finally started to speed up. I'm not 100% sure, but I believe it seems to help if you right click on the INBOX and then select "Check Email". The key is to avoid having to check the entire Public Folders (thousands of saved emails) every time you check your email. Why it takes so long, even with IMAP? Your guess is probably better than mine.

[johnmurray]

I'm finding this 5.0 "feature" a right royal pain, so you're not alone. There's another post at http://www.sugarcrm.com/forums/showthread.php?t=28562 and I've opened bug 19040 about this. No comment from anyone at Sugar so far.

I don't see a timing difference between checking mail from the topmost button and checking it from right-click on INBOX, so I suspect both do the same thing. And it's also a pain that the folder tree is closed up after a check. Plus, when you open the top level it expands every node at every level (bug 10939).

Before starting to write this I thought I'd try "Synchronize" from that context menu. Bad idea! It's still ploughing its way through my public folders, probably adding a record to its email_cache table for every message. I guess it's re-doing what happened when I did the very first mailcheck for this account.

On Sugar 4.5 I had a straightforward arrangement with Sugar monitoring a subfolder of my Exchange inbox. Anything I needed in Sugar I'd copy there, mark as unread (so Sugar noticed it) and then a minute later it'd turn up in my Sugar inbox. I haven't yet found a way of replicating this in 5.0. Hmm, maybe I should define myself as a Group mail account, since in that I can specify the one IMAP folder to monitior. Then I could feed my mail to a Group Folder, and just trust my colleagues not to tamper with my mail.

Plea to Sugar developers: let an individual's IMAP mail account definition optionally specify which folder(s) to hook up to. A single folder would be adequate if that's quicker to implement. If I wanted to monitor several folders on the same IMAP mailbox I could define multiple mail accounts for myself in Sugar all pointing to the same IMAP server.

[jjwdesign]

It's nice to see that I'm not alone on this one. The speed at which I check emails has increased, yet Sales is still complaining - of course. Hopefully there will be a solution to the IMAP folder setting need soon.

Jeff Walters

[sgandhi]

Hi All,
In451, for the inbound email, you had an option to choose a particular folder to be monitored and all the emails will get imported in the sugar system.

Here is a way to use email in 5.0 version.
1) If you want all the emails to be imported, create a group mailbox in the admin section and select a partiuclar folder to be monitored and attach this group mailbox to a group folder and run the cron job. Ths process will import all the message in sugar system from the monitored folder ONLY and it will delete all the messages from that monitored folder. In this case the system will behave exactly like 451. This facility should be used for the business purpose as all the data is available in the sugar system.

There is a bug in the system that if you create a group account and select a monitored folder without a group folder then it will show all the folders on the UI. I am fixing this issue. Bug No is 19065

2) In case of personal email you should set up a mail account in the email UI. In this case it will grab all the folders from the mail box.

The check mail button, does the check mail of of all the folders in all the mail accounts. So if you have configured more than one account (GMAIL, YAHOO), it will do the check mail fro both the accounts and all the folders in the account.

The purpose of synchronize action is to bring the mailbox in sync with mail server. So in this scenarion, we will delete all the email_cache and do the check mail of the accoutn for all the folders.

In the future we will add the facility to select multiple folders for the group account and personal account so that the checkmail and synchronize will be done only on those folders. The bug no is 19066

[johnmurray]

Re sgandhi's item #1, it's my experience that emails aren't deleted from the monitored folder unless you set the delete_seen field of the inbound_email record, which seems to have been dropped from the UI in 5.0. See bug 19058

[sgandhi]

johnmurray,
When you set up a group inbox with the group folder and run the cron job, we will import all the emails from the mail server's monitored folder and put it in the group folder. After that we will delete all the imported emails from the mail server's monitored folder.

-Samir Gandhi

[kuske]

I described the code change in this thread post#10 and I got an info today that a patch was published which allows the selection of the whished folder.

[jjwdesign]

Do you know what version the change was incorporated into?

Is it in SugarCE-5.0.0a?

Thanks, Jeff

[kuske]

NO these changes are not in 5.0.0a !