Ninox 3.10 introduces 'Mailhook'—a centralized receive-only inbox that stores emails in a Ninox database

✅ Mailhook is available for Private Cloud.

Keys features at a glance

• Storage: Each of your emails will be stored as a separate record in a table, and any email attachments will be located in the record attachments section.
• Attachments: You can receive email attachments up to 30 MB in size and download them as needed.
• Unique email ID: Your email ID consists of a username you provide, combined with the workspace ID. The domain name remains nxdb.tech.

Mailhook offers a different approach to email management—you can receive messages directly in a designated Ninox mailbox. Mailhook's main function is to centralize email communications, making it easier to keep all emails related to projects or clients organized in one location. Mailhook can initiate automated workflows based on emails, which aid in collaboration and ensure that relevant email information is accessible to all users.

Additionally, Mailhook can fill database fields using information from emails, which could reduce manual data input and help in maintaining an updated database. In terms of privacy and record-keeping, Mailhook complies with privacy regulations and keeps a record of all interactions. You may find Mailhook more convenient as you won't need to switch between multiple communication apps.

Set up an inbox

To set up an inbox:

1. Click your profile icon in the top-right corner of the screen.
2. Select Ninox settings from the drop-down menu.
3. In the Ninox settings, click Integrations in the left navigation bar.
4. Click the Email setup tab.
5. Choose a workspace.
6. Enter an inbox name.
7. Enter a username.
8. Check the box acknowledging the use of your API key.
9. Click the Generate button.

Open an inbox

To open an inbox:

1. In Email setup, click the down arrow to reveal your email address(es).
2. Click the kebab menu in the top-right corner of the box.
3. Click Go to inbox in the drop-down menu.
4. You are redirected to the database that serves as your inbox.

Delete an inbox

To delete an inbox:

1. In Email setup, click the down arrow to reveal your email address(es).
2. Click the kebab menu in the top-right corner of the box.
3. Click Delete email address in the drop-down menu.
4. Your email address is deleted.

Prevention of duplicates

Under some circumstances it may happen that several instances of the same email are sent to the Mailhook database. In version 3.19.4 a change has been made in how the Mailhook server provides the email content to the database to prevent this.

In any newly created mailhook database from now on there will be a field externalid which will hold the unique identifier of the message and is then used to determine whether an email would be a duplicate. 

In existing Mailhook databases, this field needs to be added manually by the administrator. To do so they must follow these steps:

1. Go to the email table in the database
2. Activate edit mode
3. Add a text field (it may be hidden via "Show field only if")
4. Name it externalid (no capital letters, no spaces)
5. Save the changes

If for any reason this prevention of duplicates should not occur (possibly because it is required to keep track of duplicates, or if such a mechanism has already been built), the field does not have to be set up or can respectively be removed again which will not impact the basic functionality of the Mailhook.