Folder Management
Folders keep a mailbox in order: they separate active correspondence from the archive, sort emails by client, project, or topic, and help you find things quickly. In LadVen OS, the folders of a connected mailbox are synchronized with the mail provider, so the structure stays the same both in the portal and in the mailbox itself.
For how to connect a mailbox, see the Mailbox section.
Mailbox Folders
In a mailbox you can:
- create a folder — for a client, project, email type, or work stage;
- rename a folder — when its purpose changes;
- delete a folder — when it is no longer needed;
- move emails — sort emails into folders manually.
A clear folder structure saves time for the whole team working with a shared mailbox: emails do not get lost, and new employees find their way faster.
System Folders
Some folders are system ones: Inbox, Sent, Drafts, Trash, Spam, Archive. They are protected: they cannot be deleted or renamed, because mail operation depends on them. Create your own folders alongside the system ones, not instead of them.
Moving Emails and Choosing a Folder
When moving an email or setting up a rule, the portal offers a folder to choose. In the folder picker it is convenient to search by name, and the hierarchy shows nesting. System folders are visible in the picker but are protected from structure changes.
Automatic sorting of emails into folders can be set up through inbound rules — then emails land in the right folder without a manual move.
Bulk Actions on Emails
When you need to process several emails at once, select them and apply one action to all:
- move to a folder;
- mark as read or unread;
- archive;
- delete.
Bulk actions speed up clearing accumulated mail. But check the selection before applying: a bulk delete or move affects all the selected emails at once.
When synchronization fails
Moving messages and changing folders are provider-side operations. An error can mean that the connection or authentication is not ready, that a folder vanished, is protected, or is not empty. For one message, verify the source and target folder, then retry only that row. A bulk response may move some messages and reject others; check the counters and retry only failed IDs, not the whole job.
If a message is already in the selected folder, do not create a copy: refresh the list and verify the actual provider path. After an IMAP or missing-folder error, restore the connection and refresh the folder catalog. A provider-marked system folder cannot be renamed or deleted; empty or move the contents of a user folder before removing it.
In Folder sync, All incoming keeps the provider's incoming-folder policy, while Chosen folders stores only the exact provider paths that are checked. The setting is saved immediately and new folders are not added automatically. If you clear the last folder, the portal asks for confirmation and shows that scheduled sync is paused. Refresh in the mail list remains a separate one-off operation and still works.
If a saved folder disappears from the provider, the portal shows a separate Not found on the mail server row instead of silently dropping the selection. Nothing is fetched from it, and the setting cannot be saved while it remains checked: untick it and save again. If another process is already syncing, that is temporary—wait a minute and retry; a connection-management refusal means an administrator must grant the required permission.
Good Practices
- Keep the folder structure simple and clear for the whole team, not only for yourself.
- Separate active correspondence and the archive so the Inbox does not turn into a dumping ground.
- For repeated sorting, set up inbound rules instead of moving emails by hand.
- Do not create folders instead of system ones — use them alongside.
- Before a bulk action, check which emails are selected.
Common Mistakes
- Too many folders — searching becomes harder than in a single list.
- Sorting by hand what an inbound rule could automate.
- A bulk action on a wrong selection — the wrong emails are affected.
- Trying to bring order by deleting system folders instead of creating your own.
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