Exact email reviews and private history

Open Conversations to work with your business’s private client history. Current owners, admins and staff with full workspace access can read it. Wedding participation alone does not grant access. Shared wedding conversations have separate participants and history.

Prepare and review an email

Choose your studio sender or an available connected Gmail or Outlook account. For connected accounts, choose a linked reply context to continue that thread. Gmail replies keep the original subject. Provider connection and sending permissions are still required for real delivery.

Start from a saved template or write a message using paragraphs, numbered steps, bullets, bold, italics and links. Personal signatures belong to their author; workspace templates are available to full operators. Templates and signatures retain revisions. Editing either after approval does not rewrite a queued email.

Use {{couple.name}}, {{client.email}}, {{event.date}}, {{business.name}} or {{sender.name}} where useful. Review resolves these values. An unknown field or missing value stops the review instead of leaving an unexplained placeholder in the outgoing email. Links require complete HTTP, HTTPS or mailto addresses; arbitrary HTML is not accepted.

For example, “Hello {{couple.name}}. Here are the two decisions for {{event.date}}” becomes the exact couple name and date shown in the review. Your signature and attachment names appear alongside the sender, recipient, subject, plain text and scheduled time. Check these together before choosing Approve and queue this exact email.

Reviews expire after 15 minutes. Queue approval creates one retained outbox record. If its response is interrupted, check that same approval before composing another message. Queuing is distinct from successful delivery: queued, sending, sent, delivered, failed, cancelled and uncertain statuses carry different meanings. Scheduling uses your device’s timezone in the editor and supports dates within 90 days.

Changes and recovery

Changing the client email, archiving or merging the inquiry, pausing messages, rotating reply routing, changing the connected sender or removing a reviewed file invalidates unsent reviewed work. Restoring the previous email address or unpausing does not revive the earlier review. Prepare another review after inspecting the original message’s status.

Delivery rechecks the current recipient, sender, file fingerprints and approving operator’s membership. A provider timeout keeps the original delivery identity and bounded retry window. An uncertain attempt needs its original receipt checked; do not assume it failed or create a replacement blindly. A sent message cannot be recalled by pausing later.

For studio email, Sent means the provider accepted the original message; Delivered is a separate provider receipt. If a bounce, rejection, complaint or suppression is already recorded when the send response arrives, the failure stays visible and follow-ups remain stopped. That response cannot mark a new inquiry as contacted. A matching positive acceptance can mark it contacted and advance its existing follow-up once; a later failure stops future work without rewriting the earlier contact history. Neither status proves that the client read the message.

Connected mailboxes retain their explicit synchronization boundaries. The product verifies the approved provider copy before sending a created draft. Actual Gmail and Microsoft formatting, authorization and recovery behavior must pass the coordinated provider rehearsal before activation. Studio HTML delivery also requires that activation check.

Files received by email

Authenticated studio replies can expose supported attachments for Save privately. Unverified senders cannot publish attachments into private files. Supported formats are PDF, JPG, PNG, WebP, plain text and CSV, with a 10 MB limit. Outbound attachments total at most 10 MB; this connected Outlook flow permits 2 MB.

Each received attachment has one stable private storage intent. If downloading or saving is interrupted, retry that same save. The system checks filename, type, byte count and checksum, and reconciles an already accepted object without creating another file. Current authorization is checked again after external work. A removed saved file is not restored by replaying its old receipt.

An incomplete save stays quarantined outside normal file pickers. Uncompleted quarantine expires 30 days after the initial save attempt and enters durable cleanup. Actual deletion waits for the storage cleanup worker and provider confirmation. Successfully retained private files do not use this incomplete-save expiry.

Find earlier history

Inbox filters cover assignment, status, client names, email addresses, email subjects and email body text. The inbox pages by conversation creation; it does not claim to be ordered by latest activity.

Inside a conversation, emails, internal notes, follow-ups, outgoing texts and incoming text replies have separate cursors. Older emails keeps the current notes page intact. Use Latest history to return to the beginning. The earlier history filter explicitly targets email or internal notes. The new conversation search panel also checks authorized encrypted texts and permitted shared-thread history with bounded, explicit source selection. It creates no plaintext text-message index.

Internal notes never enter an outgoing email or a shared wedding view. Closing an inbox item does not pause delivery; use Pause messages when you intend to stop queued communication.