Inbound email

Inbound email has two separate purposes: receiving new email for tenant review and accepting verified replies to selected QMPlus comment notifications. Each purpose uses a different kind of address and a different authorization flow.

Before you begin

The Inbound email feature must be enabled for the tenant, and system operations must have configured the inbound SMTP service. A system administrator can then open Administrator → Preferences → Email → Inbound email and choose which processing cases the tenant allows.

Enabling the product feature does not enable mail processing by itself. Missing or disabled tenant settings are treated as off.

Email address types

The tenant reference is the exact tenant ID or tenant name recognized by QMPlus. Ask your QMPlus system administrator or operations contact to confirm the address before distributing it.

Verified reply addresses are created automatically and placed in the outgoing notification’s Reply-To header. The user’s normal Reply action selects that address. Do not create, edit, share, or reuse a reply address manually: its opaque token is a short-lived authorization capability tied to a specific recipient and notification context.

QMPlus routes mail from the SMTP envelope recipient. Text in the message’s visible To, Cc, or subject fields does not select another tenant or target.

Enable the tenant inbox

Turn on Accept mail into the tenant review inbox to allow new messages sent to the tenant inbox address.

When the setting is enabled:

1. The SMTP service validates the recipient and resolves exactly one active tenant.
2. QMPlus durably records the accepted delivery before background processing begins.
3. The message is parsed into a safe preview, with its processing and audit history available in the Inbound email workbench.
4. Enabled triage or review rules determine the next proposed outcome.

When the setting is disabled, new messages to the tenant inbox address are rejected. Deliveries accepted earlier remain available according to their access and retention rules.

Configure AI triage and outcomes

AI triage is optional and remains off until an administrator accepts the current provider disclosure. Consent is tied to both the policy version and configured provider; a change to either one invalidates the existing consent.

Before enabling AI triage, select an eligible Triage actor. QMPlus uses that active user’s identity and current access when it evaluates tenant context. You can then allow one or more review outcomes:

• Attach the email to an existing case the triage actor can access.
• Create a new entry through the normal form-entry flow.
• Mark the delivery as spam.
• Send uncertain or policy-limited mail to human review.

AI produces a proposal for review; it does not bypass the selected outcomes or current QMPlus authorization. Raw MIME and attachment contents are excluded from AI triage. The settings panel lists the provider’s current data scope before consent is accepted.

Enable verified comment replies

Verified replies can be enabled independently for comments on messages, actions, documents, audits, and hearings.

The flow is:

1. QMPlus sends an eligible comment notification with a unique verified reply address in Reply-To.
2. The intended recipient replies from the email address associated with their active QMPlus user.
3. On receipt, QMPlus validates the reply route, sender identity, tenant access, supported entity type, target state, and the user’s current permission to comment.
4. If every check passes, QMPlus creates one comment and records its inbound-email provenance. Retries do not create duplicate comments.

Forwarding a notification does not transfer the right to comment. An expired, revoked, already consumed, mismatched, or unauthorized reply route cannot perform the business action. A reply that cannot be applied safely is rejected or retained for review according to its processing state.

Attachments

Attachment contents are never sent to AI triage. Turn on Allow inbound attachment processing only when clean, retained attachments may be copied into an approved business operation.

Inbound attachments remain untrusted. Review the sender and expected file before downloading or opening one. Raw email and retained attachment access are restricted separately from ordinary inbox access and may expire according to server retention policy.

Access and administration

Inbound email permissions are separate so tenants can limit sensitive operations:

System administrators manage the tenant processing settings. System operations manages the server-wide SMTP domain, availability, storage, security, and retention configuration.

Troubleshooting

If the displayed address or server availability is unclear, contact QMPlus system operations before publishing the address externally.