Shroomffee Mail

Setup, password recovery, and mailbox help

Use this page for device setup, password changes, archive usage, canned replies, identities, filters, forwarding, vacation replies, notifications, and mailbox management.

Open webmail Reset password Manage mailbox

1. Sign-in basics

  • Use your full email address as the username, for example name@shroomffee.ai.
  • Use your mailbox password, not your website login.
  • If webmail works but a device app does not, verify the server names and ports below.

2. Device setup

  • Incoming IMAP: mail.shroomffee.ai, port 993, SSL/TLS on.
  • Outgoing SMTP: mail.shroomffee.ai, port 587, STARTTLS on.
  • Use the full email address for both incoming and outgoing authentication.
  • Works for iPhone Mail, Outlook, Gmail app, Mac Mail, Thunderbird, and other IMAP clients.

3. Password recovery

  • The Forgot password? link opens the Plesk recovery page.
  • For self-service recovery to work, open Manage mailbox and set an external recovery email.
  • After that, future password resets can be completed without admin intervention.

4. Change password inside webmail

  • After signing in, open Settings and use the Password section.
  • Passwords should be at least 12 characters.
  • If you change the password in webmail, update your phone and desktop mail apps too.

5. Canned replies and compose shortcuts

  • Use Responses in webmail settings to save repeatable support, approval, and client follow-up messages.
  • Shroomffee Mail now includes starter responses for Client follow-up, Approval reminder, Order status update, and Internal handoff.
  • The compose screen includes quick links to Responses, Identities, and this help page.
  • If a message includes non-shroomffee.ai recipients, webmail now shows an external-recipient warning while you compose.
  • Compose warnings also call out an empty subject and larger outside-recipient sends before you hit send.

6. Filters, forwarding, and vacation replies

  • The inbox hero includes one-click filters for Unread, Flagged, Unanswered, and Attachments.
  • Use Settings for mailbox rules and server-side filters.
  • Dedicated Forward and Vacation sections are available for the most common mailbox automations.
  • Server-side rules keep working even when webmail is closed.

7. Spam and junk handling

  • Use the junk tools in webmail to help classify unwanted mail.
  • Mailbox-level spam filtering is enabled through Plesk for Shroomffee mailboxes.
  • Check your spam or junk folder if expected messages do not arrive.

8. Archive, folders, and mailbox usage

  • Use the new Archive action in webmail to move messages out of the inbox without deleting them.
  • Your mailbox quota and storage details are available in Manage mailbox.
  • If you are nearing quota, archive or delete large messages and attachments.

9. Attachments and sending

  • Attachment reminders are enabled in webmail to help catch missing files before sending.
  • When a message contains multiple attachments, webmail can download them together as a ZIP file.
  • If a message is too large, reduce image sizes or use a shared link instead of attaching large files directly.
  • Browser-based new mail notifications are available when your browser allows notifications for Shroomffee Mail.

10. Identities, replies, and browser tips

  • New users may be prompted to review their display name and signature on first use so outgoing mail looks polished right away.
  • If you send from more than one mailbox identity, use Settings to manage identities and signatures.
  • Quoted reply chains now collapse automatically to keep long Gmail-style threads easier to read.
  • Use the stock Elastic theme controls for stable dark and light mode behavior.
  • Keep your browser updated for best performance and notifications.
  • If something looks wrong after a change, hard refresh the page to reload cached assets.

11. Security and deliverability

  • Shroomffee mail is configured with SPF, DKIM, and DMARC protections.
  • Webmail now enforces HTTPS, uses stricter host validation, sends cookies with a SameSite policy, and blocks framing by other sites.
  • Two-factor authentication can be enabled from Settings under Two-factor auth using a standard TOTP authenticator app.
  • Use a unique mailbox password and set a recovery email in Plesk.
  • If outbound mail is delayed or rejected, contact support with the approximate send time and recipient address.

12. Shared mailboxes and delegated access

  • Mailbox sharing is available through the webmail Folders and Sharing controls once another mailbox has been granted access.
  • Shared mailboxes appear in webmail under a Shared. namespace, grouped by the mailbox owner address.
  • Grant only the rights needed for the workflow, such as read-only access for reviews or fuller rights for support and operations handoffs.

13. Local AI helper

  • The AI helper stays on this server and uses the local Ollama model instead of sending mailbox content to an external provider.
  • Open it from Settings or use the new inline AI buttons in Mail and Compose to launch a summary, action list, or draft flow with the current message context.
  • Paste only the message text you want help with and review every suggestion before sending or storing it.

14. Admin and support tools

  • Server-side helper commands are available for mailbox ACL sharing and health checks.
  • Use shroomffee-mail-share to grant, revoke, or inspect mailbox access rights.
  • Use shroomffee-mail-health to verify webmail, Dovecot ACL, and local AI service status from the server.

15. Ticket-style workflow folders

  • Shroomffee Mail can use standard folders as a simple workflow board: Tickets.Open, Tickets.Waiting, Tickets.Done, and Tickets.Archive.
  • Use shroomffee-mail-ticket-folders <mailbox> on the server to provision and subscribe these folders for a mailbox.
  • With shared mailbox access enabled, these folders provide a lightweight handoff flow without adding an external ticket system.

16. Operations dashboard, CRM notes, and ticket audit

  • Open Settings and choose Operations dashboard for a live view of mailbox usage, contact growth, canned replies, 2FA adoption, queue load, SLA risk, and ticket workflow counts.
  • The dashboard now includes shared CRM notes with stages, account owners, next actions, and a lightweight interaction history timeline.
  • It also adds ticket ownership, queue, assignee, escalation, SLA target, and audit records keyed by mailbox and message UID.
  • Built-in CSV exports are available for CRM notes, CRM history, tickets, and ticket audit data.
  • Mail and compose screens now include a direct shortcut to the Operations dashboard for faster access.

Need more help? Use Get support or open Manage mailbox to review mailbox settings.