Connect approved business mailboxes with CAFMX request workflows—so inbound emails, acknowledgements, replies, attachments and delivery exceptions remain tied to the correct client, site and service record instead of fragmented inbox folders.
The accepted connection depends on the mail provider, tenant, mailbox type, OAuth or service identity, supported API or mail protocol, security policy and message-retention design. Compatibility is proven in the proposed tenant before scope acceptance.
Assess Microsoft Graph-based mail access and sending with approved tenant registration, permissions, mailbox ownership and change-notification design.
Assess Gmail API access, message sending, mailbox watch renewal, history synchronization and approved OAuth scopes.
Use authenticated outbound mail only when provider policy, sender identity, TLS, limits, bounce handling and support responsibility are accepted.
Map sender, recipients, subject, body, headers, thread references and attachments without treating every inbound email as a valid request.
Use stable message and conversation references plus CAFMX request identifiers to prevent duplicate tickets and disconnected replies.
Quarantine unsupported files, spoofed senders, oversize messages, auto-replies, bounces, duplicates and unmatched client context.
These scenarios show how a governed shared mailbox can support FM requesters, service desks, supervisors, technicians and audit teams.
The connector can create a request after sender, client, site, entitlement and duplicate rules are evaluated. Missing site or service context remains in triage.
CAFMX can send a controlled acknowledgement with the request reference, expected next step and approved sender identity while retaining the outbound message result.
Thread references, request tokens and sender authorization help attach a reply to the correct request without opening a second ticket from the same conversation.
Eligible SLA or exception events can trigger targeted email without copying confidential client information or relying on a distribution list that has not been reviewed.
Supported attachments can be screened, stored and linked to the service record with source metadata, access rules and retention rather than left only in a mailbox.
Message IDs, synchronization cursors, provider history, retries and an exception queue help recover missed events without silently creating duplicates.
Every transition has a mailbox owner, authentication boundary, parsing rule, request link, audit event and recoverable exception path.
Approve provider, tenant, mailbox, sender aliases, credentials, permissions, folders or labels and owners.
The supported API or protocol supplies an inbound message or CAFMX prepares an eligible outbound message.
The connector verifies source, identifiers, sender, recipients, headers, size, attachment policy, mapping and duplication.
An accepted email is linked to the request or work order with controlled body, attachments and message references.
Replies, sending results, bounces and synchronization gaps update the communication log or exception queue.
What changes when supported communication data enters a controlled service workflow instead of remaining in disconnected inboxes or personal conversations.
These are design controls to confirm for the selected email provider, tenant, mailbox and security policy—not a blanket promise for every protocol, message or mail-routing rule.
The organization remains responsible for channel ownership, client authority, consent or lawful basis, message content, records policy, mailbox or business-account administration and service decisions. The platform provider governs its APIs and policies. Quantbit is responsible only for the accepted connector and CAFMX workflow scope documented in the implementation agreement.
An approved business mailbox is connected through a supported provider API or an explicitly accepted mail boundary. The connector validates the integration identity, message identifiers, sender, recipients, client and site mapping, threading and attachment policy. An eligible new message creates a CAFMX request; a valid reply updates the existing communication thread. Duplicates, auto-replies, bounces, unsupported attachments and ambiguous context remain in an exception workflow.
It should not convert every message blindly. The intake rule should require a valid source, unique message, eligible mailbox path, accepted sender or defined unknown-sender process and enough service context. Spam, automated replies, delivery reports, oversized or unsafe content, duplicate forwards and messages without an identifiable client or site should be filtered or held for service-desk review.
Share the mail provider, tenant, mailbox, sender aliases, sample messages, request rules, attachment policy and security requirements. Quantbit will map the integration boundary, exceptions and acceptance evidence.
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